How to Complete a Selection Questionnaire (SQ): A Step-by-Step Guide
Much more than a formality, the SQ is your first step towards winning a tender and securing a public sector contract. It's the procurement tool used in demonstrating your organisation's core suitability. Businesses fail Selection Questionnaires regularly, so this is a document to understand when your business bids for public sector contracts.
Our Selection Questionnaire guide aims to help you understand the requirements of an SQ, therefore improving your confidence and success rate when completing them.
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What is the Selection Questionnaire?
Official name: Standard Selection Questionnaire (SQ)
Purpose: To efficiently verify if a business meets the expectations required by the public sector. It is a way to pre-qualify. If you are a public sector supplier already, think PQQ. It serves as a fundamental tool in the public procurement process, designed to streamline and standardise the initial supplier selection. It is structured into three distinct parts: basic supplier information, self-declarations (including financials) and technical capabilities.
Why is the SQ Important?
The SQ is crucial as it ensures a consistent and fair evaluation of potential suppliers’ qualifications prior to the tendering process. By implementing the SQ, procuring entities can assess the suitability of suppliers efficiently, ensuring that only those who meet the minimum requirements progress to the next stages of procurement. This is particularly important for maintaining integrity and transparency in public contracts.
From a bidders or suppliers perspective, the Selection Questionnaire is the difference between you being invited to tender or not.
Differences Between SQ and PQQ
Historically, the Pre-Qualification Questionnaire (PQQ) was used for assessing supplier qualifications, but it has been replaced by the SQ to align more closely with modern procurement needs and regulations. The Selection Questionnaire (SQ) differs from the PQQ primarily in its approach to supplier information and declarations. The SQ focuses on self-declarations rather than requiring extensive documentation at the initial stages, which significantly reduces the administrative burden on suppliers.
Key Sections of the Selection Questionnaire
The Selection Questionnaire (SQ) is divided into three pivotal sections, each designed to assess different aspects of a potential supplier’s qualifications and capabilities. These are outlined as follows:
Company/Applicant Details
This section gathers basic information about the applicant, including contact details, professional body memberships, and details of parent companies. It also addresses group bidding strategies and the structure of consortiums if applicable. Applicants are required to provide self-declarations regarding exclusion grounds, ensuring transparency and compliance from the outset.
Selection Criteria
The selection criteria section is crucial for assessing the suitability of a bidder. It focuses on three main areas: suitability to pursue a professional activity, economic and financial standing, and technical and professional ability. These criteria are used to determine whether a bidder should progress further in the procurement process. It’s essential that the criteria set are both relevant and proportionate to the specific contract to avoid unnecessarily burdening bidders.
As a supplier you need to check you can create a PASS, that you meet their minimum requirements. For example, within the financial section they may state a specific credit score which is required or turnover level.
Capabilities, Experiences & Services
In this section, bidders must self-declare their technical and professional capabilities. This includes providing evidence detailing past experience, including references, that demonstrate your ability to fulfil the contract requirements. You will also be asked to confirm you have mandatory accreditations or levels of training, depending on the sector you work in.
Each section of the SQ is tailored to ensure that only the most competent and suitable suppliers are considered, thereby maintaining the integrity and competitiveness of the procurement process.
SQ and PPN Updates March 2024
Understanding Procurement Policy Note (PPN) Updates and Impact on Selection Questionnaires
Procurement Policy Notes (PPNs) provide updates to the procurement rules, including changes to Selection Questionnaires. PPN 03/23 and the subsequent update, PPN 03/24, introduced revisions to the Selection Questionnaire (SQ). These updates focus on streamlining the selection process, ensuring compliance with legal standards, and promoting transparency and fairness in procurement.
Advice for Bidders:
- Stay Updated: Regularly check for updates to PPNs to ensure your submissions meet current requirements.
- Understand the SQ: Familiarise yourself with the new Selection Questionnaire format and the specific information required from your business.
- Highlight Compliance: Ensure your responses demonstrate compliance.
For detailed guidance, visit the Thornton & Lowe overview and the official PPN 03/24 document.
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Gathering Essential Information
Start by collecting all necessary details about our organisation, including contact information, professional body memberships, and any details of parent companies or group bidding strategies. It's crucial that we ensure all information is current and accurate as this forms the basis of Part 1 of the Standard Selection Questionnaire (SQ).
Filling Out Each Section Correctly
For Part 1 and Part 2, strictly adhere to the provided questions without adding or omitting any, as these are aligned with the Public Contract Regulations 2015. Remember, each member of a consortium must complete their own Part 1 and Part 2 to declare exclusion grounds individually. In Part 3, which involves supplier selection, they can add project-specific questions if necessary and rephrase questions to ensure clarity. You need to ensure you answer these as though it is a competition; because it is!
Review and Submission Tips
Before submitting the SQ, review all responses thoroughly to ensure they comply with the required standards and address all selection criteria effectively. It is your first chance to offer reassurance and quickly demonstrate you could be a key player in the tender who could win the contract.
