How to Complete a Single Procurement Document (SPD) Efficiently

Single Procurement Document (SPD)

The Single Procurement Document (SPD) has become a key tool in streamlining the public procurement process across Europe, and within the UK, specifically within Scotland. As a bidder or supplier, you'll find that understanding how to complete an Single Procurement Document efficiently can have a significant impact on your success in winning contracts. This standardised form, aims to simplify the shortlisting process and reduce the administrative burden on both buyers and suppliers.

In this guide, we will assess how to use the SPD effectively, via Public Contracts Scotland (PCS-Tender). We'll look at the evolution of the SPD, provide tips on addressing specific sections, and offer advice on submission and follow-up procedures.

What is the Single Procurement Document?

The Single Procurement Document is a document used to shortlist suppliers during a procurement exercise. It helps buyers efficiently pre-qualify bidders. In England and Wales - think Selection Questionnaire, which has the same goal. If you are involved in bidding and tendering for contracts in Scotland, it is important you understand how to use SDP as part of your tools for business growth.

The Evolution of the Standard Procurement Document

From PQQ to ESPD to SPD

The journey from Pre-Qualification Questionnaire (PQQ) to the Single Procurement Document (SPD) has been a significant one in the realm of public procurement. You'll find that this evolution has streamlined the process for both buyers and suppliers. The European Single Procurement Document (ESPD) was introduced as part of the EU 2014 Directive on Procurement, serving as a preliminary indication of a supplier's suitability for public-sector contracts across the European Union.

Initially, the ESPD was seen as a less complex alternative to the PQQ, allowing suppliers to self-declare their compliance with minimum regulatory criteria and commercial capability requirements. This self-regulatory nature enabled suppliers to progress more easily to the next stage of the procurement process.

The transition to the SPD marked another step in this evolution. In England, the ESPD has been renamed to the Single Procurement Document (SPD), while in Scotland, it's known as the SPD (Scotland). Despite the name changes, the fundamental operation of the document remains unchanged.

Alignment with EU Procurement Directives

The SPD's development has been closely tied to changes in EU Procurement Directives. In March 2014, the new Public Procurement Directive (Directive 2014/24/EU) replaced the old Public Procurement Directive (Directive 2004/18/EC). This new directive introduced significant changes to public procurement procedures, giving procuring authorities more scope to use negotiated solutions rather than traditional open and restricted procedures.

The implementation of these changes varied across the UK. In England, Wales, and Northern Ireland, all public bodies were required to accept the ESPD for procurements above EU thresholds from 26 January 2016. Scotland followed suit on 18 April 2016, replacing its Scottish standard pre-qualification questionnaire (sPQQ) and local PQQs with the ESPD.

Transition to Fully Online SPD Process

The SPD has undergone a significant digital transformation. In 2017, the programme transitioned to an online eProcurement method supported by eCertis, a web-based tool acting as the EU's repository of certificates required for public procurement across the EU. This move towards digitalisation has made the process more efficient and accessible.

From 1 April 2024, you'll notice a significant change in Scotland. The Word version of the SPD will no longer be supported or updated by the Scottish Government. Instead, the fully online versions available within Public Contracts Scotland (PCS) and PCS-Tender will be the only ones maintained and supported.

This shift aligns with the original intention for the SPD to be an entirely online process. It aims to simplify the landscape, especially for SMEs, who have reported issues with offline SPDs when engaging in public procurement in Scotland. If you're currently using the Word version of the SPD, it's advisable to familiarise yourself with the SPD functionality within PCS well in advance of the April 2024 deadline.

This evolution reflects the increasing online capabilities of both buyers and suppliers over the past eight years, a trend further accelerated by the pandemic. The move to a fully online process is expected to enhance efficiency and accessibility in public procurement processes across the UK and EU.

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Using the Online SPD Module

Accessing the SPD module on PCS

To access the SPD (Scotland) module, you'll need to visit the Suppliers Area section on Public Contracts Scotland (PCS). The first time you use the module, you'll be prompted to activate your account. Simply select "Activate" to get started.

Once you've activated your account, you'll have access to the SPD Control Panel. This is where you can create and edit SPD requests, manage user access, and view existing requests. If you're a buyer, you can find the SPD (Scotland) option under Notices in the Buyer Area.

Key Features and Functionalities

The SPD module on PCS offers several useful features to streamline your procurement process:

1. Response Profiles: You can create and edit SPD profiles through the Response Profiles option. This allows you to answer all SPD Scotland questions once and then use these answers to auto-populate future SPD responses.
2. Supplier Representatives: You can manage the people empowered to legally represent your company when submitting an SPD response. You can edit existing representatives or add new ones as needed.
3. Document Storage: The module includes a secure document storage facility integrated into your SPD response. You can upload documents through the SPD Control Panel and grant access to interested buyers when relevant.
4. Reuse of Answers: If you have a saved profile, you can click "use profile" in the top right corner to reuse your answers, saving time on future submissions.
5. Editing Responses: If you need to edit an SPD response before attaching it to your postbox, you can do so via the Supplier SPD Control panel or your postbox response.

Addressing Specific SPD Sections

When completing the Single Procurement Document (SPD), you'll encounter several key sections that require careful attention. This guidance aims to provide advice to bidders and suppliers on how to approach these sections effectively.

Economic and Financial Standing

In this section, you'll need to demonstrate your organisation's financial stability. The buyer may request information about your yearly turnover for a specified number of financial years. For example, you might be required to have a minimum "general" yearly turnover of £2m GBP for the last two years. It's crucial to provide accurate and up-to-date financial information to meet the buyer's requirements.

If you're relying on other parties to meet the selection criteria, such as being part of a consortium or using a sub-contractor, you should be prepared to submit a separate SPD response from each party involved. These parties will need to complete the exclusion criteria section of the SPD and any selection questions that you're relying on them for.

It's worth noting that where you rely on the capacities of other entities for economic and financial standing, the buyer may require you and those entities to be jointly liable for the contract performance. This ensures that the buyer has adequate financial assurance for the project.

Technical and Professional Ability

To demonstrate your technical and professional ability, you'll need to provide specific examples of your past performance. The buyer may ask for information about contracts you've completed in the past. Be prepared to offer details such as:

1. Contract description
2. Contract value
3. Dates of performance
4. Recipients of the services

If you can't provide at least one example, you may be allowed to explain your situation in no more than 500 words. This explanation should detail how you meet the selection criteria relating to technical and professional ability, such as if your organisation is a new start-up or if you've provided services in the past but not under a formal contract.

Quality Assurance and Environmental Management

Buyers are increasingly interested in your approach to quality assurance and environmental management. You may be asked to demonstrate how you've previously maintained healthy supply chains with your subcontractors. This could include:

1. Details of your supply chain management tracking systems
2. How you ensure contract performance
3. Your approach to prompt payment
4. Whether you're a signatory of the UK Prompt Payment Code or have made commitments under equivalent schemes

Remember, the planning system can play a key role in minimising air quality impacts, so environmental considerations may be particularly relevant. You should be prepared to discuss how your approach aligns with sustainable development principles and how you'll mitigate any potential adverse impacts on air quality.

When addressing these sections, ensure your responses are both relevant and proportionate to the procurement exercise. Buyers are advised to only include selection questions that are necessary for their specific contract, so tailor your responses accordingly.

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SPD Submission and Follow-up

Reviewing and Finalising your SPD

Before submitting your Single Procurement Document (SPD), it's important to review and finalise your responses carefully. The SPD is designed as a self-declaration form, so you're not required to provide supporting documentary evidence upfront. However, you should ensure that all information is accurate and up-to-date.

When completing the SPD, you'll encounter three main sections:

1. Bidder Information: This section asks for details about your organisation, including whether you're an SME and if you're bidding as part of a group.
2. Exclusion Questions: These focus on criminal convictions and other activities that could exclude you from the process. These are assessed on a pass/fail basis. If you can't create a pass you will not be shortlisted through SPD. If you aren't sure, ask a clarification question to the buyer via the tender portal.
3. Selection Questions: These cover topics such as technical and professional ability and financial information. The buyer may provide minimum requirements for certain questions.

If you're relying on other parties to meet the selection criteria, such as bidding as part of a consortium or using a subcontractor, you'll need to submit separate SPD responses for each organisation. Ensure that all necessary SPDs are completed and ready for submission.

Handling Requests for Additional Information

After submitting your SPD, the buyer may request additional information or supporting documents. While this is typically done for the successful bidder at the end of the first stage of a two-stage procedure, there are exceptions.

If there's a genuine concern or risk to the effective conduct of the procurement exercise, the buyer may request supporting documents at any time. This request can be made to you as the bidder, or to any subcontractors, consortia members, or other bodies whose capability you're relying on.

To handle such requests efficiently:

1. Respond promptly and thoroughly to any requests for additional information.
2. Ensure that you can provide the required evidence without delay when requested.
3. Be prepared to replace any party that meets the mandatory grounds for exclusion.

Preparing for the Next Stages of Procurement

As you move forward in the procurement process, keep these points in mind:

1. If you're relying on other entities for economic and financial standing, be prepared for the possibility that the buyer may require joint liability for contract performance.
2. For supply or service contracts, the buyer may require certain critical tasks to be performed directly by you or a participant in your group if you're bidding as part of a group.
3. Stay organised and maintain clear communication with all parties involved in your bid.
4. Keep your SPD responses up-to-date. If you're using a saved profile to pre-populate future SPD responses, ensure that the information remains correct and relevant for each new procurement exercise. This can form part of your Bid Library.

Single Procurement Document FAQs

What does the SPD in procurement stand for?
The Single Procurement Document, commonly abbreviated as SPD, is a standardised questionnaire utilised during the selection phase of procurement exercises. It enables buyers to pose questions to ascertain which bidders are suitably qualified and experienced for their procurement needs.

What should be included in a comprehensive procurement file?
A complete procurement file for each individual purchase should include the following documents: the purchase request or requisition form, a copy of the request for quotes sent to prospective vendors, a list of vendors to whom the request was sent, copies of all bids received, and a summary of the bid analysis.

What are the main types of procurement documents?
The common documents used in the procurement process are the SPD, PQQ, SQ, Request for Proposal (RFP), and Invitation to Tender (ITT).

Which procurement document is most frequently used?
The most commonly used tender document is the ITT.