Preparation5 min read
The SME Bid Checklist: 15 Points That Get You Shortlisted
Before evaluators read your quality responses, they check compliance. Miss one item and your bid goes in the reject pile - unread.
Why This Matters
40% of SME bids are rejected on compliance alone - before the evaluator even looks at your experience or methodology. These aren't quality judgements. They're box-ticking exercises where "no" means instant disqualification.
Company Information
Company registration number (Companies House)CRITICAL
VAT registration number (if applicable)
Registered address matches Companies HouseCRITICAL
Trading name matches all documentsCRITICAL
Insurance
Public Liability Insurance - minimum £5M (NHS often requires £10M)CRITICAL
Employers Liability Insurance - minimum £5MCRITICAL
Professional Indemnity Insurance (if providing advice/consultancy)
All policies in date at submission AND contract startCRITICAL
Health & Safety
Written Health & Safety policy (required if 5+ employees)CRITICAL
Risk assessments for relevant activities
CHAS, SafeContractor, or equivalent accreditation
Accident reporting procedure documented
Financial Standing
Latest filed accounts availableCRITICAL
No outstanding CCJs or insolvency proceedingsCRITICAL
Annual turnover meets minimum (usually 2x annual contract value)CRITICAL
Certifications & Accreditations
Trade-specific qualifications (Gas Safe, NICEIC, CHAS, etc.)CRITICAL
DBS checks for staff working with vulnerable groupsCRITICAL
ISO 9001 / ISO 14001 (often requested, not always mandatory)
Pro Tips From Bid Managers
- Check insurance expiry dates - Your policy must be valid at contract start, not just submission date. Councils often check.
- Match names exactly - "ABC Cleaning Ltd" and "ABC Cleaning Limited" are different entities to procurement systems.
- Read the specification twice - Specific requirements override this generic checklist. NHS trusts often want £10M PL, not £5M.
- Submit early - Portal systems crash on deadline day. Aim for 48 hours before close.
The Mistakes That Catch People Out
Expired Insurance
Your policy expires 2 weeks into the contract? Rejected. Always check the contract dates.
Wrong Document Format
"Please submit as PDF" means PDF. A .docx file will sometimes auto-reject in the portal.
Missing Signatures
Declaration forms need signing. An unsigned form is an incomplete bid.
Turnover Too Low
£100k contract needs £200k+ turnover. If you don't meet the threshold, consider a joint bid.