Glossary

Bidding is full of numerous acronyms that are confusing acronyms that don’t make any sense to uninitiated, and sometimes even for experienced bidders. Below we’ve set out some of the more common acronyms and what they mean:

SQ (Selection Questionnaire): This document is used in the initial stages of a procurement process to assess potential suppliers' qualifications and capabilities. It helps buyers to shortlist candidates who are best suited to fulfil the contract requirements. The SQ focuses on essential criteria such as financial stability, experience, and technical ability.

ITT (Invitation to Tender): An ITT is a formal document issued by a buyer inviting suppliers to submit a detailed bid to supply goods or services. It usually follows the SQ stage in a procurement process, providing shortlisted suppliers with the information they need to prepare and submit a competitive bid. The ITT details the scope of work, the criteria for selection, and instructions for the submission process.

ITPD (Invitation to Participate in Dialogue): This term is specific to the Competitive Dialogue procedure, which is often used for complex contracts where the buyer cannot define the technical means or the legal and financial make-up of a project in advance. An ITPD invites suppliers to engage in dialogue to develop one or more suitable solutions for the contract. Following this dialogue, final bids are invited based on the solution(s) developed.

RFP (Request for Proposal): A formal document issued by a buyer to solicit proposals from potential suppliers for a specific product or service. It typically outlines the scope of work, specifications, and terms and conditions under which the work is to be performed.

RFQ (Request for Quotation): A document that invites suppliers to provide a quote for the supply of specific products or services. Unlike an RFP, an RFQ usually pertains to well-defined items or services where the requirements are not subject to change.

RFI (Request for Information): An initial step in the procurement process, where a buyer requests information from potential suppliers about their capabilities and services. This is often used to gather data to inform future RFPs or RFQs.

Framework Agreement: A general term for agreements with suppliers that set out terms and conditions under which specific purchases (call-offs) can be made throughout the term of the agreement. It is not a contract itself but sets the groundwork for future contracts.

OJEU (Official Journal of the European Union): Despite the UK's departure from the EU, references to OJEU procedures remain relevant for understanding the background of procurement practices. It's where high-value public sector contracts were published and is a term often encountered in historical or transitional procurement documentation. UK-specific procedures now follow similar transparency and competitive requirements under the UK's own regulatory framework.

PQQ (Pre-Qualification Questionnaire): Similar to the SQ, this document was used to assess the qualifications of potential suppliers before they are invited to bid. The PQQ focuses on gathering information about companies' financial status, capabilities, experience, and suitability to fulfil the contract requirements. While the term SQ is now more commonly used in the UK, PQQ is still recognized and referenced in many procurement documents.

CCS (Crown Commercial Service): The CCS plays a central role in managing procurement for the UK government and public sector organizations. It offers guidance, advice, and procurement tools to ensure best practice and deliver value for the taxpayer.

PCR 2015 (Public Contracts Regulations 2015): These regulations govern the procurement of goods, services, and works by public sector authorities in the UK, aiming to promote open, fair, and transparent competition.

SLA (Service Level Agreement): A contract between a service provider and a client that details the expected level of service. It specifies performance metrics, responsibilities, and service quality to ensure clear expectations are set and met.

NDA (Non-Disclosure Agreement): A legal contract between at least two parties that outlines confidential material, knowledge, or information that the parties wish to share with one another for certain purposes, but wish to restrict access to or by third parties. It is a commitment to privacy and confidentiality.

KPI (Key Performance Indicator): Measurable values that demonstrate how effectively a company is achieving key business objectives. In procurement, KPIs may include metrics on supplier performance, cost savings, and procurement cycle times.