Public sector contracts are worth billions each year in the UK, covering everything from infrastructure upgrades to local authority housing projects.
For many construction firms, suppliers, and subcontractors, winning these contracts isn’t just an attractive option, it’s the kind of stability and reputation boost that can shape the future of a business.
But here’s the sticking point. Most firms never get past the first hurdle: prequalification. Endless paperwork, inconsistent questionnaires, and a frustrating lack of standardisation have historically put SMEs at a disadvantage.
Enter PAS 91, a tool designed to cut through that clutter. It’s a standardised prequalification questionnaire supported by the UK government, and when used properly, it can make the path to public sector contracts much clearer.
This article unpacks what PAS 91 is, why it matters, and how to use it effectively to improve your chances of success.
Understanding PAS 91
So, what exactly is PAS 91? At its core, it’s a standardized prequalification questionnaire created by the British Standards Institution (BSI) with support from government bodies.
The idea was simple: stop forcing contractors to jump through different hoops every time they apply for a public sector job.
Before PAS 91, one local authority might ask for certain health and safety details, while another would want something entirely different.
Contractors often spent more time deciphering the forms than focusing on the work itself. With PAS 91, the same structured questionnaire can be used across different clients, creating consistency and reducing wasted effort.
It’s not only public authorities that use it, either. Large contractors and procurement bodies also adopt PAS 91 when dealing with their supply chains. It ensures everyone is being assessed fairly, against the same set of questions.
Why Prequalification Matters In Public Sector Procurement
Prequalification isn’t just a formality, it’s the gateway to tendering. If your business can’t demonstrate basic compliance, strong financial standing, and a safe working culture at this stage, you won’t even make it onto the shortlist.
The challenge for many smaller businesses is the bureaucracy involved. Endless variations of forms mean duplication of effort, which is time-consuming and expensive. And, in some cases, companies give up before they’ve even started.
This is where PAS 91 really shines. By introducing a consistent and recognised format, it removes unnecessary obstacles. Instead of spending weeks deciphering different questionnaires, contractors can focus on sharpening their bid strategy.
It’s not a silver bullet for winning tenders, but it does ensure that everyone gets onto the same playing field before the real competition begins.
The Structure Of PAS 91
The PAS 91 questionnaire is divided into core and optional modules. This modular structure allows contracting authorities to adapt it to their specific needs while ensuring consistency in the basics.
Core Modules (mandatory):
- Company identity and contact information – Basic but essential. Without this, nothing else matters.
- Financial standing – Evidence that your firm is stable and can withstand the demands of the contract.
- Business and professional standing – Checks for bankruptcy, criminal convictions, and legal eligibility.
- Health and safety policies – Demonstrating that your organisation has robust systems to keep workers safe.
Optional Modules (applied depending on the project):
- Equality and diversity – Showing compliance with UK equality legislation and inclusive practices.
- Environmental management – Detailing how your company reduces environmental impact, increasingly important with net-zero targets.
- Quality management systems – Highlighting structured approaches to maintaining high standards of work.
- BIM capability – Relevant for larger infrastructure projects where digital collaboration is key.
This modular approach works because it offers flexibility without sacrificing consistency. A small contractor bidding for a housing repair contract won’t need to provide the same depth of information as a major player tendering for a national infrastructure scheme.
Benefits Of PAS 91 For Contractors & Suppliers
For contractors, the biggest win with PAS 91 is simplicity. Filling out one standard questionnaire saves weeks of duplicated admin.
But there’s more to it:
- Consistency – You know what’s coming, no matter who the client is.
- Efficiency – Easier to prepare documentation and keep it updated.
- Fairness – SMEs, which often lack full-time bid teams, aren’t disadvantaged by varying requirements.
- Transparency – Public bodies and contractors use a recognised framework, leaving less room for subjective judgment.
- Improved success rates – Firms that get PAS 91 right are more likely to move past the initial filter stage and into actual tendering.
Common Mistakes Contractors Make With PAS 91
Despite its simplicity, contractors still stumble on PAS 91. Some of the most common pitfalls include:
- Treating it like a tick-box exercise - Submitting bare minimum answers won’t inspire confidence in assessors.
- Incomplete or outdated document - Missing insurance certificates or expired safety policies are an instant red flag.
- Ignoring optional modules - These sections can give you an edge. For example, demonstrating environmental responsibility could tip the balance in your favour.
- Failure to align with current legislation - Regulations evolve, from GDPR to modern slavery obligations, and your PAS 91 responses need to reflect that.
How To Approach PAS 91 Effectively
PAS 91 should be approached as part of a broader procurement strategy, not just a compliance task. Some best practices include:
- Get documentation in order early - Keep policies, accreditations, and insurances updated and accessible.
- Go beyond compliance - Show genuine commitment to areas like health and safety or sustainability rather than just stating the minimum.
- Keep responses concise but credible - Overloading assessors with irrelevant detail is just as damaging as leaving gaps.
- Refresh statements regularly - Don’t rely on last year’s documents, procurement officers notice when material is out of date.
- Train your team - Everyone involved in bidding should understand PAS 91 and how it ties into wider business goals.
When used properly, PAS 91 isn’t just paperwork. It becomes a marketing tool, a way of proving professionalism before you even step onto a site.
PAS 91 And The Wider UK Procurement Landscape
Public procurement in the UK is governed by the Public Contracts Regulations 2015, with recent reforms pushing for greater transparency, accountability, and SME participation. PAS 91 fits neatly into this vision.
It aligns with principles laid out in the Construction Playbook, the government’s guide to better procurement.
By standardising the prequalification stage, PAS 91 helps reduce barriers to entry for SMEs, something central government departments are keen to achieve.
It’s also commonly used within frameworks and dynamic purchasing systems, meaning firms that get PAS 91 right can unlock opportunities far beyond individual contracts.
In a landscape that increasingly values efficiency and accountability, PAS 91 is a vital piece of the puzzle.
Preparing For The Future Of Prequalification
Procurement isn’t standing still. Sustainability, carbon reduction, and social value are becoming central themes in public sector contracts. Digital platforms are making tender submissions quicker but also more rigorous.
PAS 91 will continue to evolve alongside these shifts. Contractors that embed strong PAS 91 practices now, particularly in optional modules like environmental and equality, will be far better placed to adapt when the requirements tighten.
Actionable Next Steps For Contractors
To improve your chances of success:
- Review and update internal documentation.
- Train staff on PAS 91 and procurement basics.
- Align with third-party accreditations like CHAS or Constructionline, which often overlap with PAS 91 criteria.
- Use PAS 91 not only for compliance but as evidence of professionalism and reliability.
Conclusion
Public sector contracts represent a huge opportunity for UK contractors. But the reality is clear: without getting prequalification right, you won’t even be considered.
PAS 91 isn’t just about filling in forms, it’s about proving capability, professionalism, and trustworthiness.
Firms that take PAS 91 seriously can save time, boost credibility, and increase their chances of securing contracts. In a competitive landscape, that edge makes all the difference.
