Run a purchase. Check the evidence. Maintain the record.
Tenderscape puts every purchase below the threshold on a controlled, recorded route, opens each quote to more suitable suppliers across the sources we cover, and turns the record into your spend reporting and annual procurement report.
01
Run a purchase
Every purchase under the threshold gets a recorded route, and each quote can reach more suitable suppliers than the ones you already know.
Request and route
Every purchase starts with a request and gets your organisation’s route before any supplier is asked.
- Set out goods, services or works in six steps: details, scope, evaluation, suppliers, documents and review.
- The route records your organisation’s quick quote rule. The approver is warned if fewer than three suppliers are invited.
- Invite suppliers you know, and discover potentially suitable suppliers you haven’t met yet. If you use PCS Quick Quote, record its reference on the purchase.
- Every invitation, question and response is kept in one place, without chasing by email.
- Procurement route
- Below-threshold quick quote
- Estimated value (£ excluding VAT)
- £38,000
- Who can see this quote
- Invite and alert matched suppliers
- Criteria
- Quality and safe delivery 60% · Price 40%
Organisation quick quote rule: services below £50,000, excluding VAT.
Pre-quote checksReady – 4 of 4 checks met
- Existing contracts checked
- Framework access checked
- Combined value and thresholds checked
- Duplicate opportunities checked
Framework checker
Check what you already have access to before going to market.
- Upload the frameworks your organisation uses, with their lots, suppliers and end dates.
- When someone starts a request, Tenderscape shows any framework or contract that might cover it.
- Record why you used a framework or went to market, so the decision can be explained later.
TS-2027-0214
Is there already a way to buy this?
- Regional Facilities Services Framework, Lot 3Lot 3 excludes window cleaningNot usable
- TS-2025-0117 School cleaning contractInternal cleaning only; ends 31/03/2027Not usable
- National Cleaning Supplies FrameworkGoods only, no servicesNot usable
No suitable framework found in the sources checked
Illustrative source snapshot, not a live search:
- Regional Facilities Services Framework, Lot 3 – last updated 12/10/2026
- Organisation’s contract register, school cleaning – last updated 12/10/2026
- National Cleaning Supplies Framework – last updated 12/10/2026
Your team checks coverage and currency and records the buying route.
Find more suitable suppliers
Below £50,000, a quick quote reaches only the suppliers the buyer thinks to invite. Find suppliers searches three sources, and your current suppliers are invited to join as part of the service.
Coverage is limited to these sources. A search result is a lead for your team to check, and is not a complete list of the market.
Registered on Tenderscape
A supplier has created a profile and chosen to be listed. This proves registration, not suitability or approval for your job. Profile details refresh when the supplier saves changes; your team checks the evidence before award.
Named in published public award notices
A published notice names the business as a supplier for that award. It does not prove current capacity, registration on Tenderscape or suitability for another job. Published notices are read from the PCS open data feed every night; coverage depends on what has been published.
Used by other public bodies
A participating public body has recorded using the supplier. This is evidence of recorded use, not an endorsement or current qualification. Refresh follows records supplied by participating bodies; there is no fixed refresh interval. Check how current the underlying record is.
Window cleaning services · within 20 miles of FK1 · Any size · All sources
3 suppliers you know · 4 new to you · within 20 milesShowing 5 of 7
Brightstair ServicesNew to you
Small · Falkirk · FK1 · 3.2 miles
Registered on Tenderscape
Carse Cleaning CoNew to you
Small · Grangemouth · FK3 · 5.8 miles
Used by 2 other public bodies
Larbert Window & CloseNew to you
Micro · Larbert · FK5 · 6.4 miles
Published award notice
Denny Stair & Close CareNew to you
Micro · Denny · FK6 · 8.1 miles
Registered on Tenderscape
Kelvin Cleaning Co.
Large · Cumbernauld · G67 · 12.9 miles
Your supplier
- 01
Find
Search by category, postcode, distance, size and source. “New to you” shows potentially suitable suppliers you have never asked.
- 02
Qualify
When you match suppliers to a quote, each one shows whether it meets the quote’s checks, and what is missing: insurance, accreditation, Fair Work First or the Real Living Wage. Your team checks suitability before award.
- 03
Compete
Invite the best-matched suppliers, or open the quote to more suitable suppliers in the area. Matched suppliers get an alert and can ask to quote. Your rules and approvals still apply.
- 04
Record
Route, quotes, evidence, approvals and the award sit in one record, feeding your annual procurement report.
You stay in control. You decide per quote: invite only, or open to qualified suppliers. The invitation step flags suppliers whose Passport does not meet your requirements. Suppliers on Tenderscape choose whether buyers can find them. Businesses named in published award notices appear to buyers as leads until they register or ask to be removed.
Market intelligence
What you can see for every category, area and quote, so you can show the market was tested.
- Market depth
- Potentially suitable suppliers within reach, by category and area
- Example: 7 within 20 miles
- Competition per quote
- Suppliers invited, and responses received
- Example: 7 invited · 5 responses
- New suppliers
- New suppliers invited, and first-time winners
- Example: 4 new · 1 first-time winner
- Who benefits
- SME and local share of invitations, responses and awards
- Example: 6 of 7 SME · 5 of 7 local
- Price spread
- The range between the lowest and highest quote
- Example: £33,500 to £39,950
- Framework coverage
- Frameworks and contracts that already cover the need, from the Framework checker
- Example: None found
02
Check the evidence
Evidence, scores, conflicts and the approver’s reason are recorded before anything is awarded.
Supplier checks
Review the evidence needed for your award before you approve it.
- Each supplier keeps one Supplier Passport: insurance, accreditations and policies, with expiry dates, reused for every buyer.
- Suppliers add their company details once and reuse them in every response.
- Each supplier's Fair Work First declaration, including the real Living Wage, is saved in the Passport and reused in every response.
- Anything missing or expired is flagged, so it is dealt with before award.
TS-2027-0214
Window cleaning, 12 primary schools
Brightstair Services
- Public liability insurance
- Current · 31/03/2028
- Health and safety accreditation
- Current · 14/11/2027
- Fair Work First declaration
- Recorded
Carse Cleaning Co
- Public liability insurance
- Current · 30/09/2027
- Health and safety accreditation
- Current · 02/02/2028
- Fair Work First declaration
- Recorded
Larbert Window & Close
- Public liability insurance
- Expired · 09/05/2027
- Health and safety accreditation
- Current · 21/08/2027
- Fair Work First declaration
- Recorded
Forth Valley Facilities
- Public liability insurance
- Expiring · 30/06/2027
- Health and safety accreditation
- Current · 05/01/2028
- Fair Work First declaration
- Recorded
Missing or expired mandatory evidence blocks the award until an approver records an exception with a reason.
Sealed responses, approval and award
Responses stay sealed until the closing time. Nothing is awarded until the checks pass and the right person approves.
- Responses are sealed until the closing time, with a time-stamped receipt for each supplier.
- Set price and quality weightings up front. Evaluators score independently, then moderate together.
- The recommendation goes for approval with the scores and reasons attached, within your approval limits.
- The award can’t be made until supplier checks pass and the approval is recorded.
TS-2027-0214 · AWD-2027-0061
Window cleaning, 12 primary schools
Carron Valley Council · Below-threshold quick quote
- Recommended supplier
- Brightstair ServicesSmall · Falkirk · new to you
- Award value
- £34,960Estimate £38,000 (92%)
- Score and rank
- Ranked 1 of 5 · 87.4%
- Conflicts
- None declared
EvidenceMeets 6 of 6
- Public liability insurance
- Employer’s liability insurance
- Health and safety accreditation
- Real Living Wage
- Fair Work First declaration
- Equalities policy
Decision reason
Highest score for quality and safe delivery, with a working-at-height method and access outside school hours. Price within 5% of the lowest bid. All six checks met.
Approved by James Morgan (Approver up to £50,000)21/05/2027 09:14
Award controls
| Requirement | What happens in Tenderscape | Who can approve an exception |
|---|---|---|
| Missing or expired mandatory evidence | Blocks the award until an approver records an exception with a reason. | An approver authorised for the award under your standing orders; the reason stays on the record. |
| Evaluator conflict | That evaluator cannot score. | No scoring exception for the conflicted evaluator; assign an evaluator without the conflict. |
| Moderator conflict | Another approver must decide. | Another approver without the conflict and with the required authority. |
| Value above the approver’s limit | Sent to an approver with enough limit. | An approver with enough limit; the original approver cannot override their own limit. |
03
Maintain the record
All spend by route, supplier and category, local and SME share, community benefits, and the annual procurement report built from the record.
Contract register
Every award becomes a contract record, without retyping.
- Supplier, value, dates, owner, supplier size and location are carried over from the award.
- Contract owners are alerted before a contract ends, so re-procurement starts in time.
- Import your existing register so everything lives in one place.
TS-2027-0214
Window cleaning, 12 primary schools
- Supplier
- Brightstair Services
- Value
- £34,960
- Category
- Window cleaning
- Start
- 01/06/2027
- End
- 31/05/2029
Contract alerts to the owner 180, 90, 60 and 30 days before the end.
Community benefits
Keep track of what suppliers promise, and what they deliver.
- Record the community benefits each supplier commits to at award.
- Suppliers log delivery during the contract.
- Totals are drawn into your annual procurement report.
TS-2027-0214
Window cleaning, 12 primary schools
- 1 work placement for a local school leaver0 of 1 deliveredIn progress
- Real Living Wage for staff on this contractAnnual declarationDeclared
Delivery evidence supports the annual procurement report; your team verifies it and keeps the record up to date.
Annual procurement report
The statutory report, built from your record and PCS notices.
- Covers each section required by section 18 of the Procurement Reform (Scotland) Act 2014.
- Regulated procurements are read from the Public Contracts Scotland open data feed and matched to your contracts.
- Each figure shows its source and calculation. Your report signatory, who did not prepare it, signs off the prepared report before export to Word, Excel or CSV.
Reporting period: 2027/28 · 1 April 2027 to 31 March 2028
Summary of regulated procurements
Section status: Ready for review
Regulated procurements completed46
Source: Award register, with Public Contracts Scotland award notices as supporting evidence. Count of regulated awards in the period.
Awarded to SMEs29 of 46
Source: Supplier size on each award. Micro, small or medium.
With community benefit requirements19
Source: Contract register. Contracts with requirements recorded.
Sources are restricted to Carron Valley Council for 2027/28. Missing evidence is not replaced with estimated figures.
Prepared by Sarah Kerr 12/05/2028 · Report signatory sign-off required
Audit log, Power BI and sign-in
Fits the way your organisation already manages systems and data.
- Changes are written to an audit log that can’t be edited or deleted, and each entry is chained to the one before.
- Discuss read-only Power BI access during pilot set-up. Export once a report is signed off.
- Staff sign in with Microsoft Entra ID. Passkeys are supported.
TS-2027-0214
Window cleaning, 12 primary schools
- 07/05/2027 12:00System · Responses opened at the closing time
- 12/05/2027 10:20Evaluators · Scores moderated, 1 change with reason
- 21/05/2027 09:14James Morgan · Award approved within limit, with reason
- 21/05/2027 09:15System · Contract record created
Entries can’t be edited or deleted, and each is linked to the one before it.
Repairs call-offs (optional)
For housing associations and facilities teams: send reactive jobs to contracted suppliers whose checks are current, priced from agreed rates.
- Field managers send a job to contracted suppliers whose accreditation is current.
- Urgent jobs are priced from agreed rates. Suppliers enter hours on site and any materials.
- Method statements are scored and summarised. Small direct awards record the reason for the choice.
TS-2027-0311
Leaking stack pipe, 4-hour job
- Allan & Gray Property CareHours and materials recorded · on site in 3 h 30 minRates applied
- Carron Plumbing LtdHours and materials recorded · on site in 2 h 10 minRates applied
- Larbert Property RepairsHours and materials recorded · on site in 1 h 40 minRates applied
Only suppliers whose contract covers the job and whose accreditation is current are offered it. The reason for the choice is recorded.
Questions about the product
Which procurements is it for?
Tenderscape helps you meet these duties. It isn't legal advice.
Who can use it?
Who sees our quotes, and who can respond?
Where is our data held?
Do staff need training?
How much does it cost?
Pilots are a fixed fee. Ask for our pricing sheet – it sets out the pilot fee, annual bands by organisation size, what's included, VAT, implementation and exit. Your standing orders and total anticipated requirement determine the buying route. After that, it is an annual subscription per organisation, with unlimited staff users and no charge for suppliers.
Request pricingDo suppliers pay?
See how your team would use Tenderscape.
A 30-minute walkthrough on Microsoft Teams, built around the quotes, contracts and reporting your team handles today.