If you are new to NHS and local authority tendering, the terminology can be confusing. PQQ, SQ, ITT, RFQ, RFP — each term refers to a different stage or document in the procurement process, and confusing them is one of the fastest ways to waste time on a bid you cannot win or miss a deadline you did not know about.
This guide explains exactly what each document is, how the NHS procurement process works from start to finish, and how to approach each stage to maximise your chances of winning.
What is a PQQ?
A Pre-Qualification Questionnaire (PQQ) is a selection stage document used by NHS bodies and local authorities to assess whether a care provider meets the minimum standards required to proceed to the full tendering stage. It is completed before you are invited to submit a full bid.
The PQQ evaluates your organisation against criteria such as:
- Legal and financial standing — company registration, insurance levels, annual turnover
- Regulatory compliance — CQC registration, relevant accreditations
- Technical capability — relevant experience delivering similar services
- Safeguarding and workforce — DBS policy, safer recruitment procedures
- Quality management — ISO certification, quality management systems
- Health and safety — policies, risk assessments, incident reporting
Important update: The term PQQ was largely replaced by Selection Questionnaire (SQ) following Crown Commercial Service guidance. Many NHS and council procurements now use the SQ terminology, but the purpose is identical — it is still a pre-qualification stage that determines whether you can proceed to the ITT. You will see both terms used across different portals and commissioners.
What is an ITT?
An Invitation to Tender (ITT) is the full bid document issued to providers who have passed the PQQ/SQ selection stage. This is where the actual competitive scoring happens — your quality responses and pricing are evaluated against all other invited providers, and scores determine who wins the contract.
The ITT typically contains:
- The service specification — what the commissioner requires you to deliver
- Quality questions — scored written responses on how you will deliver the service
- Pricing schedule — your proposed rates, costs and pricing model
- Terms and conditions — the draft contract you will sign if successful
- Evaluation criteria — the scoring matrix showing how marks are distributed
The Full NHS Procurement Process — Stage by Stage
| Stage | Document | What Happens |
|---|---|---|
| 1. Notification | Contract Notice / PIN | Commissioner publishes the opportunity on FTS, Contracts Finder or their procurement portal |
| 2. Selection | PQQ / SQ | Providers complete a selection questionnaire — pass/fail or scored. Only those who pass are invited to bid |
| 3. Tendering | ITT / RFQ | Invited providers submit a full bid with quality responses and pricing — both are scored |
| 4. Evaluation | Evaluation report | The commissioner evaluates all bids against the scoring matrix and produces a ranked list |
| 5. Award decision | Award notice | Providers are notified of the outcome with their scores — a mandatory standstill period applies |
| 6. Contract start | Signed contract | The winning provider begins mobilising and delivering the service |
What is a Selection Questionnaire (SQ)?
An SQ is the modern equivalent of the PQQ — the pre-qualification stage document used by most NHS and public sector commissioners since 2016. The Crown Commercial Service introduced a standardised SQ format to make the process more consistent across government procurement, reducing the burden on suppliers who previously faced very different PQQ formats from different buyers.
The standardised SQ covers the same areas as the traditional PQQ but uses a common question set that providers can prepare once and reuse across multiple procurements — significantly reducing the time and cost of bidding.
What is an RFQ?
A Request for Quotation (RFQ) is a simplified procurement document typically used for lower-value contracts or call-offs from existing frameworks. It usually requires a short proposal and a price rather than a full quality response, and is often used for spot purchase packages or individual care placements.
What is a DPS?
A Dynamic Purchasing System (DPS) is an electronic procurement system that allows qualified providers to join at any time during the life of the system — unlike a traditional framework which has a fixed intake period. Commissioners run mini-competitions (call-offs) among admitted providers for specific contracts.
To join a DPS, you complete a selection questionnaire (similar to a PQQ/SQ) demonstrating you meet the minimum standards. Once admitted, you receive invitations to tender for individual contracts and can bid on as many or as few as you choose.
Strategy tip: Joining relevant DPS frameworks should be a priority for any healthcare provider looking to grow through tendering. It is a one-time application process that gives you access to multiple contract opportunities over several years — far more efficient than responding to individual open procurements each time.
How to Score Maximum Marks on a PQQ / SQ
Many providers treat the PQQ as a box-ticking exercise and invest minimal effort — then wonder why they are not progressing to ITT stage. The reality is that PQQ scores do matter, particularly in competitive frameworks where commissioners shortlist only the top-scoring providers to proceed to ITT.
Key tips for maximum PQQ scores:
- Answer every question fully — partial answers score partially. Read the question carefully and ensure your response addresses every element asked
- Evidence everything — attach policies, certificates, accreditations and financial statements as supporting evidence where requested
- Check your insurance levels — many providers fail on insufficient employer's liability or professional indemnity cover. Check the minimum requirements before submitting
- Keep your CQC certificate and registration details current — expired or incorrect CQC details will fail your application instantly
- Prepare a bank of case studies — most SQs ask for examples of similar contracts delivered. Having 3–5 strong, evidenced case studies ready saves significant time across multiple submissions
- Check financial thresholds — some commissioners require annual turnover of 2× the contract value. Smaller providers may need to consider consortium arrangements for high-value contracts
Common PQQ Mistakes That Get Providers Excluded
- Insufficient insurance levels — employer's liability below £5m or professional indemnity below £1m (check requirements per tender)
- CQC registration not active or not covering the correct regulated activity
- Incomplete financial accounts — missing the most recent 2 years of filed accounts
- Missing mandatory policies — safeguarding, health and safety, equal opportunities or data protection policy not attached
- Submitting after the deadline — portal locks automatically at the published deadline second with no exceptions
- Wrong company details — using a trading name instead of the registered company name, or an incorrect Companies House number
Need Help With a PQQ, SQ or ITT?
Bidora Consulting completes PQQs, SQs and full ITT responses for healthcare providers across the UK. Free consultation, no obligation.
Book Free ConsultationFrequently Asked Questions
Is a PQQ the same as an SQ?
They serve the same purpose — pre-qualifying providers before the full tender stage. SQ is the more modern term used by most NHS and central government commissioners since 2016. Some local authorities still use the PQQ terminology. The process and content are essentially the same.
Can I be rejected at PQQ stage even if I am a good provider?
Yes. The PQQ is a threshold assessment — if you do not meet the minimum criteria on insurance, CQC registration, financial standing or experience, you will be excluded regardless of your actual service quality. This is why completing PQQs carefully and accurately is essential.
How long does a PQQ take to complete?
A straightforward SQ for a standard healthcare framework typically takes 4–8 hours if you have all your policies, certificates and case studies ready. Having a pre-prepared bank of standard PQQ responses significantly reduces this — most of the content is reusable across multiple submissions.
What happens after I pass the PQQ?
You receive an Invitation to Tender (ITT) — the full bid document. This is where the competitive scoring takes place. Read our guide: How to Win NHS Tenders in 2026 for everything you need to know about the ITT stage.