Contract Bidding 101 - The Pre Qualification Questionnaire

When a company needs to outsource a service, it is going to need to send out an Invitation to Tender (ITT) to some selected distributors

. These distributors are picked out based on answers to a pre qualification questionnaire (PQQ) which is issued once the need for outsourcing is determined. This kind of document helps limit the client firm's choices for bidders, making the entire bidding phase a lot more streamlined. PQQs are often utilised in the public sector, but a number of companies could also call for applying distributors to send in one for private tenders also.

The pre qualification questionnaire, though named such, is in fact normally just a very simple checklist where organisations tick off answers to specific queries. It's essential for PQQs to generally be very uncomplicated to help client firms choose bidders much faster. The basic box-ticking structure also makes it possible for distributors to provide clear-cut responses, that can prevent them from covering up a number of attributes that will lessen their likelihood of getting included in the client's roster of chosen bidders. Subjects that are commonly included for assessment in the PQQ are often the organisation's current standing and past history, status of finances, ways for keeping quality of services, things to consider for the environmental surroundings, actions taken to ensure the security and health of employees, not to mention, the capacity to fulfil project objectives.

Pertinent information for the firm's standing consists of fundamental principles like the company's founding history or the span of time the firm has been in business. A number of buyers might request for more in-depth information, such as details about the firm's board of directors and whether or not the company intends on employing subcontractors for the project.

The economic part of the PQQ, somewhat unsurprisingly, calls for businesses to demonstrate that their funding in tip-top shape. The PQQ might request for details on the last 2 years' financial dealings, as well as details concerning insurance against liabilities.

For the areas asking about a company's means of assuring quality of service, it would be essential to demonstrate if the firm employs a Quality Management System (QMS). If a company utilises systems for sustaining environment-friendly operations and safe-guarding the health and safety of staff, it should likewise demonstrate these in the PQQ as well. It should list every one of the certifications that it has obtained, like the ISO 9001, ISO 14001, and also the OHSAS 18001.

Last but not least, a bidding firm must outline in the pre qualification questionnaire why it is actually most appropriate for the project. Ideally, this is actually done by citing examples of previous work and giving samples of plans for the present one. Whenever samples are provided, it's better to support these by presenting sources for verification purposes.

by: Anita Gordon

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