Top Ten Tips for Pre-Qualification processes

Here are ten key points to consider when developing PQQs

Top ten tips

1. Be very clear about what you want to achieve from the contract and make sure everything in the PQQ is designed to help you choose the right bidder(s.) Dont ask for information that is not directly relevant or useful, and make sure any decisions on de-selection are proportionate. 2. Run the PQQ process, and the whole procurement, as a project. Develop a plan, with agree timescales, and clear responsibilities (e.g. who is going to score the PQQs) and then stick to it. 3. Develop your scoring model (how you are going to assess the responses to the PQQ) at the same time as you develop the PQQ itself, and always before you issue the PQQ. Have all this information ready and available when you advertise the opportunity. (See Procurement Policy Note (PPN) 04/09 1 4. Make sure all the questions you ask in the PQQ are directly relevant, including questions about wider policies (heath and safety, equalities etc.) 5. The complexity and size of the PQQ should be proportionate to the value and risk of the contract; put word limits on responses in the PQQ and Invitation To Tender (ITT) wherever appropriate. Consider the time and effort required by potential bidders and for you to assess the response. 6. References, examples of previous relevant, successful work, can be very useful. Ensure that you treat both relevant public and private sector experience equally. (See (PPN 10/09) 2 7. Use plain English, make sure it is very clear what each question is asking for, and make the whole process of completing the PQQ as painless as possible for the supplier.

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http://www.ogc.gov.uk/documents/PPN0409.pdf http://www.ogc.gov.uk/documents/PPN_10_09_Policy_on_Standards_and_References.pdf

8. Keep the financial assessment as simple as possible and dont exclude bidders unless their financial situation is clearly unsatisfactory for the specific contract needs. 9. Keep the scoring system simple, and if you are using weighted evaluation criteria, make sure the high weightings are given to what is really important. That will often be the contract specific rather than the standard PQQ questions. 10. Take a sensible number of suppliers through to the tender stage for above threshold contracts, the EU Rules (under the Restricted Procedure) require that no less than 5 to be taken through to tender stage.