Public sector procurement proceedings
Organize procedure documents, offer evaluation and notice export in one workspace.
The problem
A public procurement proceeding combines a purchasing need with a formal process. Documents, deadlines, questions and evaluation records need to stay consistent. When each is maintained separately, a change can reach one document and miss another. The team needs a common workspace and a clear owner for each step. The selected procedure still needs review by the people responsible for the proceeding.
Flow Procurement supports work with Pzp procedure types and the associated documents. Choosing a type in software is not a legal determination that it is appropriate for the purchase. Make that decision before publishing the proceeding. Define who prepares documents, who reviews them and who can move the process to its next stage.
How the workflow runs
Start by choosing the relevant procedure type and preparing the proceeding record. Pzp includes the basic procedure and open tender, alongside other procedures with their own conditions. Set the scope, dates, required documents and evaluation criteria. Keep the current requirements together and control changes. A supplier should be able to understand what it must submit and which version applies.
Prepare the document set and review it with the responsible team. Collect supplier questions and provide consistent clarifications through the proceeding process. Receive offers and check them against the declared requirements. Separate eligibility and completeness checks from weighted evaluation. Record the evidence supporting each score so another reviewer can follow the reasoning without relying on an undocumented conversation.
Where an auction is appropriate and the procedure permits it, define the auction rules in advance. Confirm eligible participants, the bid basis, timing and the handling of extensions. Do not introduce a new evaluation rule after suppliers have prepared offers. After evaluation, record the decision and retain the supporting documents. Use TED and BZP notice export for the publication workflow, with a responsible person reviewing the exported notice before submission.
Modules and preparation
This use case brings together proceedings, document preparation, offers evaluation, auctions and TED and BZP notice export. Notice export is a document handoff. The organization must still manage the applicable publication process and verify the content. Keep the notice and the proceeding record aligned when an approved change affects dates or requirements.
Prepare a reviewed procedure choice, scope description, document templates and a scoring method. Confirm the roles for publication and offer review. Run a dry exercise with a document change, a supplier clarification and an incomplete offer. Check whether the team can identify the current version and the next permitted action. Use the pilot to improve the workflow before a live proceeding.
For procedure context, read the Public Procurement Office guidance on the basic procedure without negotiations and its commentary on open tender.
Checklist
- Have the responsible team review the procedure choice.
- Prepare document owners, versions and deadlines.
- Publish criteria and evidence requirements in advance.
- Confirm whether an auction is appropriate.
- Review TED and BZP notice export before publication.