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PQQ Evidence Checklist for UK FM SMEs

A practical guide from TenderStandard UK · 9 minute read

Pre-Qualification Questionnaires (PQQ) and the Standard Selection Questionnaire (SSQ), and the Single Procurement Document (SPD) in Scotland, are about eligibility, not persuasion. Most buyers mark them pass or fail on mandatory criteria, with a limited scored section for a handful of quality questions.

The single biggest mistake UK FM SMEs make at PQQ stage is treating it as a prose-writing exercise. The evaluator is ticking boxes against a checklist. Your job is to make ticking those boxes fast and unambiguous.

Build your evidence library once, reuse every bid

The highest-return habit at PQQ stage is maintaining a single library of every piece of evidence you will be asked for. Updated monthly. Owned by one person. Treated as a live document, not a per-bid scramble.

The checklist below reflects the common UK public sector pattern. Adjust for private sector where the requester's own framework applies.

Business and identity

• Companies House registration, current directors, registered office.
• VAT registration certificate, if VAT registered.
• Trading history or date of incorporation, three years preferred for most FM PQQs.
• Current organisation chart with named roles.

Financial evidence

• Last two years' statutory accounts, signed and filed.
• Most recent management accounts, date-stamped.
• Dun & Bradstreet or Creditsafe score, or equivalent.
• Turnover-to-contract-value ratio check (most UK buyers cap the ratio, often at twice your average turnover).
• Parent company guarantee availability if applicable.

Insurance thresholds

Most UK FM PQQs specify minimum insurance levels. Values vary by contract scale and scope, but as a general SME guide:

Cover type	Typical minimum
Employers Liability	£10,000,000 (UK statutory minimum is £5m, most buyers ask for £10m)
Public Liability	£5,000,000 to £10,000,000
Professional Indemnity	£1,000,000 to £5,000,000 (if design or advisory scope)
Product Liability	Where applicable, matched to scope
Motor / fleet	If operating vehicles on contract

Confirm exact requirements against the specific PQQ. Do not claim cover you do not hold. Certificates are typically checked.

Health and safety

• SSIP accreditation, one of: SafeContractor, CHAS, Achilles Verify, Constructionline, Avetta, Altius. Most UK public sector FM PQQs accept any SSIP-registered scheme.
• ISO 45001 certificate, if held. Confirm body, number and expiry.
• Signed health and safety policy, dated within the last 12 months.
• Accident Frequency Rate, Accident Incidence Rate, RIDDOR and near-miss statistics for the last three years.

Quality and environmental

• ISO 9001 certificate or equivalent internal system.
• ISO 14001 certificate or equivalent internal environmental system.
• Environmental and sustainability policy, signed and dated.
• PPN 06/21 Carbon Reduction Plan, published on company website if contract value exceeds £5m.
• Upper-tier waste carrier licence, where relevant.

Information and data

• Cyber Essentials or Cyber Essentials Plus certificate.
• ISO 27001 certificate, where held.
• GDPR and data protection policy, signed and dated.
• ICO registration number.

People and governance policies

• Equal opportunities, diversity and inclusion policy.
• Modern slavery statement, mandatory if turnover is £36m or more, voluntary below that.
• Anti-bribery and corruption policy.
• Whistleblowing policy.
• Training and competency policy.

Operations

• Business continuity plan, dated and tested within the last 12 months.
• Risk management policy.
• Safeguarding policy, for contracts involving vulnerable groups.
• Quality policy, signed and dated.

References and case studies

• Three contactable referees, each with name, role, organisation and consent on file.
• Three directly comparable case studies, each with problem, solution, outcome, and a measurable result.

Procurement-specific

• Constructionline Gold if operating in public sector works.
• Crown Commercial framework memberships, with lot and expiry.
• Most recent social value impact report.

Tax

• Self-declaration of no tax convictions or material breaches.
• No material HMRC disputes.

Common reasons PQQs fail at evidence stage

• Expired SSIP, ISO or insurance certificates.
• Policies dated more than 12 months ago.
• Case studies without measurable outcomes or without consent from the referenced client.
• Financial evidence that does not match the turnover-to-contract-value ratio.
• Missing or unsigned modern slavery statement where required.
• Claiming accreditations you do not actually hold. This results in disqualification, sometimes with reputational consequence.