Procurement Document Review Checklist

# Procurement Document Review Checklist

**Opportunity reference:** ___________________________
**Contracting authority:** ___________________________
**Documents received:** ___________________________
**Reviewer name:** ___________________________
**Review date:** ___________________________
**Submission deadline:** ___________________________  **Time:** ___________________________

---

## Step 1: Identify All Documents Received

List every document included in the tender pack and confirm you have it:

| Document title | Received? | Notes |
|---------------|-----------|-------|
| Instructions to Tenderers (ITT) | Y / N | |
| Specification / Statement of Requirements | Y / N | |
| Pricing schedule / Bill of Quantities | Y / N | |
| Terms and Conditions / Contract | Y / N | |
| Selection Questionnaire (SQ) / PQQ | Y / N | |
| Social Value requirements | Y / N | |
| Technical questions / quality questions | Y / N | |
| Appendices / supporting documents | Y / N | |

**Are any documents missing?** Yes / No
**Action if yes:** Contact the buyer via the portal before: ___________________________

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## Step 2: Confirm Basic Eligibility

- [ ] Confirm the contract scope — is this work we can genuinely deliver?
- [ ] Note the contract start date: ___________________ Can we mobilise in time?
- [ ] Note the contract duration: ___________________ and any extension options
- [ ] Confirm minimum turnover or financial threshold: ___________________
- [ ] Confirm insurance requirements: PI £___________ PL £___________ EL £___________
- [ ] Note any mandatory certifications required (Cyber Essentials, ISO, etc.)
- [ ] Confirm geographic delivery requirements — can we cover the area?
- [ ] Check for any TUPE implications (staff transfers) and flag for HR/legal review
- [ ] Check for any IR35 or employment status implications

**Are we eligible to bid?** Yes / No / Needs further investigation

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## Step 3: Understand the Evaluation Criteria

- [ ] Identify the evaluation method (Most Economically Advantageous Tender / lowest price)
- [ ] Record quality weighting: ______% and price weighting: ______%
- [ ] List all quality criteria and their individual weightings:

| Quality criterion | Weighting | Word/page limit |
|------------------|-----------|----------------|
| | | |
| | | |
| | | |
| | | |

- [ ] Note any pass/fail requirements (e.g. policies, certifications that must simply be present)
- [ ] Identify any scoring guidance or model answer descriptors (if provided)
- [ ] Confirm whether references or case studies are required and what format

---

## Step 4: Pricing and Commercial Terms

- [ ] Review the pricing schedule carefully — are all line items clear?
- [ ] Note the pricing basis: fixed price / day rates / volume-based / other
- [ ] Check for any price adjustment mechanisms (RPI, CPI, benchmarking)
- [ ] Identify any unacceptable commercial risks in the draft contract:
  - Unlimited liability clauses: Y / N
  - Disproportionate liquidated damages: Y / N
  - Unreasonable payment terms (beyond 30 days): Y / N
  - IP ownership issues: Y / N
  - Other: ___________________________
- [ ] Check TUPE / redundancy costs if applicable
- [ ] Note VAT treatment required

**Legal / commercial risks to raise with management:**
___________________________

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## Step 5: Submission Requirements

- [ ] Confirm submission portal / email address: ___________________________
- [ ] Note any file size limits: ___________________________
- [ ] Note accepted file formats (PDF, Word, Excel, etc.): ___________________________
- [ ] Confirm whether pricing and quality must be submitted separately
- [ ] Note any naming conventions required for files: ___________________________
- [ ] Identify mandatory attachments (policies, accounts, certificates, CVs, etc.)
- [ ] Confirm whether a Declaration / Certificate of Non-Collusion is required
- [ ] Check whether physical copies are required in addition to online submission
- [ ] Confirm the clarification question deadline: ___________________________

**Questions to raise via clarification process:**
1. ___________________________
2. ___________________________
3. ___________________________

---

## Step 6: Assign Responsibilities

| Section | Owner | Draft due | Review due |
|---------|-------|-----------|-----------|
| Selection Questionnaire | | | |
| Technical / quality response | | | |
| Pricing schedule | | | |
| Supporting documents | | | |
| Final review and sign-off | | | |
| Submission | | | |

---

## Step 7: Go / No-Go Decision

| Factor | Assessment (1–5) | Notes |
|--------|-----------------|-------|
| Strategic fit | | |
| Ability to deliver | | |
| Financial viability | | |
| Likelihood of winning | | |
| Resource available to bid | | |

**Recommendation:** GO / NO-GO / CONDITIONAL GO

**Decision maker:** ___________________________  **Date:** ___________________________