Selective tendering is a procurement route where you invite a prequalified shortlist of suitable contractors to bid, typically 3 to 6 firms, using a clear ITT, evaluation criteria and fair communications to secure quality and value without running a full open competition.

This guide explains how selective tendering works in the UK, when to use it, how to build a fair shortlist, what to put in the ITT and how to evaluate returns. If you want a full strategy view, read Tender and Bid Strategies and Tender and Bid in Construction. For selective tendering deep dives, see The Ultimate Guide to Selective Tendering.

Executive Answer

What to know: selective tendering suits projects where quality, capacity and safety are critical and the market is known. You create a longlist, run prequalification, invite a shortlist, issue the ITT, answer clarifications consistently, evaluate against published criteria and appoint. Region: England (GB)   VAT: trade methodology article, any cost examples are shown ex VAT   Units: m², m, l/m, m³   Currency: GBP

• Cost Summary
• Assumptions and Methodology
• Detailed Process Breakdown
• Programme and Durations
• Regional Variation
• Inclusions and Exclusions
• Risks and Allowances
• FAQs
• Sources
• Key Facts & Assumptions (At a Glance)

Next step: Want help preparing an ITT or shortlist? Request a Custom Estimate or check our Pricing.

Cost Summary

This page is about procurement, not project build costs. The figures below are typical procurement effort indicators for selective tendering on small to medium UK projects. Always adapt to scope and risk.

Item	Typical value	Notes
Shortlist size	3 to 6 contractors	Enough competition without overburdening evaluation
Tender period	2 to 4 weeks	Allow 4 to 5 weeks if design is complex or site access is constrained
Clarification window	1 to 2 weeks inside tender period	Issue answers to all tenderers simultaneously
Evaluation split	60 to 70 percent quality, 30 to 40 percent price	Adjust where programme, safety or sustainability are critical
Client tender admin effort	1 to 3 person days	Preparing ITT, answering queries, evaluation and interviews

Assumptions and Methodology

Where selective tendering fits

Use selective tendering when you can identify suitable contractors in advance and want stronger control over quality and capacity. It is common at RIBA Stages 3 to 4 with an elemental cost plan or BOQ measured to RICS NRM.

Shortlist creation

• Draw from past performance, framework suppliers, trade associations and recommendations
• Screen with a light prequalification covering safety, insurance, competence and capacity
• Avoid conflicts and ensure fair access to information for all invitees

ITT structure

• Instructions to tenderers, submission deadline and contact protocol
• Scope, drawings, specifications, constraints and assumed start date
• Pricing document or BOQ, format for qualifications, proposed contract
• Evaluation matrix with published weightings for quality and price

For the wider strategy context see Tender and Bid Strategies.

Detailed Process Breakdown

Selective tendering, step by step

1. Define the requirement scope, programme, constraints and contract form
2. Create a longlist and run a proportional prequalification check
3. Issue ITT with drawings, pricing document and evaluation criteria
4. Manage clarifications with consistent, simultaneous answers
5. Receive submissions on time in the requested format
6. Evaluate against the published matrix, record scores and rationale
7. Interview top bidders on programme, methodology and risk
8. Appoint and move to contract preparation and mobilisation

How selective compares with other routes

Route	When to use	Advantages	Watch outs
Selective	Known market, quality and capacity matter	Targeted competition, lower admin than open	Risk of too few bids if shortlist is narrow
Open	Public transparency or unknown market	Broader competition and market testing	Higher admin effort and variable quality of bids
Negotiated	Urgent works or specialist supplier	Speed, early contractor input	Limited competition, ensure value is evidenced
Two stage	Complex design needing preconstruction input	Collaborative risk resolution before fixed price	Requires disciplined stage 2 conversion to lump sum
Framework mini-competition	Pre-vetted suppliers under an agreement	Faster access, pre-agreed terms	Framework rules apply, limited to members

Programme and Durations

• Prequalification and shortlist 1 to 2 weeks proportional to project size
• Tender period 2 to 4 weeks typical for small and medium projects
• Clarifications and interviews 1 to 2 weeks
• Award and mobilisation 1 to 2 weeks subject to contract preparation
• Public bodies may require additional steps. Check current procurement regulations and any standstill requirements before award

Regional Variation

Contractor availability varies by region and market conditions. In busy markets shortlist depth may need to increase to maintain competition. Check local supplier capacity and tender price trends before setting your programme.

Inclusions and Exclusions

Include in your ITT

• Scope, drawings and specifications with revision status
• Pricing document or BOQ measured to recognised rules
• Evaluation criteria and weightings, interview plan and timetable
• Draft contract and key commercial terms

Declare as exclusions if not covered

• Surveys, enabling works and abnormals
• Client-supply items and provisional sums treatment
• Utility upgrades and statutory fees

For BOQ and measurement pointers see RICS NRM.

Risks and Allowances

• Insufficient competition if the shortlist is too narrow or poorly matched
• Scope ambiguity leads to qualifications. Fix information before issue
• Programme pressure reduces quality of bids. Set realistic deadlines and answer queries promptly
• Regulatory compliance for public sector procedures and transparency

Use a risk register within your ITT. Align risk allocation to the contract and design maturity.

FAQs

What is selective tendering?

A procurement route where a prequalified shortlist of suitable contractors is invited to bid against a defined scope and evaluation matrix.

How many firms should be on the shortlist?

Typically 3 to 6. Enough for competitive tension without overloading evaluation or discouraging bidders.

Is selective tendering allowed for public projects?

Yes, subject to UK public procurement rules and thresholds. Selection must follow the current regulations and be fair and transparent.

What goes into the ITT?

Instructions, scope and drawings, pricing document, evaluation criteria and weightings, contract terms, and a clarifications protocol.

How long should the tender period be?

Two to four weeks is common for small and medium projects. Allow longer for complex designs or constrained access.

Sources

• RIBA Plan of Work
• RICS New Rules of Measurement
• GOV.UK: Public sector procurement policy
• GOV.UK: Transforming Public Procurement

Key Facts & Assumptions (At a Glance)

• Primary keyword: selective tendering
• Audience: Builder and client-side project leads
• Region: England, GB
• VAT stance: ex VAT for any examples
• Method: shortlist then invite, ITT with clear criteria, consistent clarifications, scored evaluation, appointment
• Typical tender period: 2 to 4 weeks with 1 to 2 weeks for clarifications and interviews
• How we calculated this: see Assumptions & Methodology and Detailed Process Breakdown

Procurement disclaimer: This article is educational. Always apply your organisation’s policies and the current UK procurement rules before issuing an ITT.

Next step: Need help shaping your shortlist or ITT? Request a Custom Estimate or review Tender and Bid in Construction.