Can we limit a tender to approved suppliers?

Start with the procurement route

This guide concerns procurements governed by the Procurement Act. Ask your procurement lead to confirm the applicable regime, contract classification and value before choosing a route. Procurements started under previous legislation continue under that legislation, so check an existing arrangement's history before using it.

Keep your internal vendor list as a working record of checks, performance and contacts. Do not treat internal approval as authority to invite only familiar suppliers: the Cabinet Office describes competitive tendering, framework call-offs and justified direct award as distinct routes.

An internal list is not a framework

A framework is a contract governing future awards, rather than a database of suppliers you have checked. Before using one, ask for its establishment documents and confirm that your authority and proposed goods are covered. Follow its selection process; framework membership does not automatically justify an award without competition.

An open framework admits new suppliers when it reopens. That differs from a dynamic market, which must remain open to new suppliers joining at any time. Renaming your vendor list does not establish either arrangement.

A dynamic market cannot freeze your list

A dynamic market is a list of suppliers qualified for future procurements. Awards under it use the competitive flexible procedure and require membership of the relevant market. It is therefore a possible route for qualified suppliers, but not a way to preserve a permanently closed pool.

A supplier outside the market can apply for membership when seeking to participate in a procurement. The authority must consider that application before rejecting participation for non-membership, subject to the guidance's exception for exceptional complexity leaving insufficient time. Plan membership assessment alongside the tender, rather than dismissing newcomers.

Shortlist through published conditions

For a fresh competition, the open procedure allows any interested party to tender. If you want to shortlist before inviting tenders, use the competitive flexible procedure with selection criteria stated in the tender notice. Conditions of participation must proportionately assess legal and financial capacity or technical ability; they cannot require a previous award by your particular authority.

Translate concerns about China-made goods into evidence requests: identify the bidder, proposed manufacturer, production site, subcontracted work and inspection arrangements. Use our supplier verification guide and factory capability guide to prepare questions. Keep supplier capability assessment separate from evaluation of the tender. For wording your enquiries, see writing clear supplier emails.

Direct award is available only in limited, legally justified circumstances. Existing approval is not a substitute for identifying the applicable justification. Ask the procurement lead to record that justification before approaching a supplier on that basis.

Prepare a file that links bidder to factory

Create a route decision record containing the procurement lead's conclusion, supporting notices or framework documents, selection method and evidence requested. For each offer, record which business will contract, which factory will manufacture, and who will handle defects. Our factory versus trading company guide helps clarify those roles.

Give the China team the same written product brief and an evidence checklist tied to the proposed goods. Record the source, date and limitations of each factory check. Cambridge China Bridge can use its own staff in China to gather factory evidence for your assessment; leave the procurement route and award decision with the contracting authority. For product brief wording, see our guide to naming brands in public tenders.