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What is a PQQ - Pre Qualification Questionnaire A (PQQ) is normally issued by the contracting authority when they require contractors to supply goods / products or services - It is one of the main documents that must be completed correctly and must be returned to the contracting authority by the specified date if the contractor wishes to be included in the tendering process and hope to win the contract. This form is normally completed and certified as being accurate by one of the company's directors (preferably the Finance Director or, in the case of a partnership, a senior or controlling partner.) The form normally requests generic company information, project specific prequalification detail will be requested separately at the appropriate time. It is anticipated that for certain tender exercises a director of the company may be required to confirm the accuracy of the information at the given time. The completion of a PQQ form does not commit the contract provider in any way nor is it intended to circumvent any legal requirements under EC Procurement Directives or UK Competition rules. The contracting authority is at liberty to confirm any details entered on to the form and may request an audit of the details giving reasonable notice. The completed document may be provided either in hard copy or electronic format. All requests for clarification or further information in respect of a PQQ should be addressed to the named contact point. No approach of any kind in connection with this PQQ should be made to any other person within, or associated with the contracting authority. PRE-QUALIFICATION QUESTIONAIRE- GUIDANCE FOR EVALUATION Introduction The main purpose of the Pre-Qualification-Questionnaire (PPQ) is to reduce the number of suppliers to invite to tender to a manageable amount. As with all selection processes a PQQ should be evaluated consistently and objectively according to a defined model which should be finalised prior to opening and commencing the evaluation of submitted questionnaires. Ideally the evaluation model would be finalised and agreed before issuing PQQ templates to interested suppliers and at the latest, prior to receipt of completed PQQ’s. Buyers carry out their evaluation of completed questionnaires and exclude those suppliers who do not meet the minimum requirements of suitability to do business with. The precise manner in which buyers undertake the PQQ evaluation may vary somewhat depending on the nature of the contract (for example value and importance), but some basic guidelines are provided below. Please note that this is not intended to be definitive, or to replace professional judgements by procurement advisors on a case-by-case basis. The recommended approach is based on the familiar “weighted scoring approach”, in which the buyer scores responses to the PQQ questions according to a pre-agreed scoring system – typically being scored 0-5 or 0-10. The scores for questions within each section are then multiplied by a weighting factor assigned to each section on the basis of importance relative to other sections. The weighted scores for the sections are then added together to give a total weighed score for the PQQ response. It may not be considered appropriate to score each part of the PQQ response. For example, an assessment of company financial information does not lends itself to scoring. In these cases it may be considered more appropriate to evaluate the responses on the basis of risk (e.g. low financial risk to contract performance, medium risk and high risk) and to consider these ratings along with the weighted score awarded to that PQQ response before deciding whether to invite that supplier to tender. If the responses provided in the completed PQQ raise doubts about some aspect of a supplier’s suitability, but that suppliers appear to be otherwise appropriate, the buyer may wish to seek further information or clarification from the supplier concerned before proceeding. Section 1 – Organisation Details This section of the PQQ allows the buyer to gather some basic contact details about each supplier and to establish the legal entity with which any resultant contract would be agreed.. All sections should be completed. For registered companies, the buyer may wish to confirm company identity and basic details with Company House – basic company details can be accessed on-line and without charge at http://www.companieshouse.gov.uk/info The same applies to charities registered with the Charity Commission at http://www.charity-commission.gov.uk/registeredcharities/first.asp And social landlords registered with the Housing Corporation at http://www.housingcorp.gov.uk/resources/register/select.htm As the information requested in this section is purely fact-finding and should be easily completed it is inappropriate to apportion weighted scores to responses provided. However, any concerns which arise over the supplier’s company details may give rise to question as to whether they should be invited to tender. Section 2 – Financial Information These questions are intended to gain a basis indication that the supplier is not in financial trouble. For many low value or short-term contracts the financial health of the supplier may not be critical to the buyer, but nevertheless a financially troubles supplier could still represent a risk to satisfactory contract completion, and a non-#scored risk-based approach to assessing this part of the PQQ response suggested. 2.1 Turnover The turnover should be checked to ensure that there hasn’t been a drastic fall in the past two years. Allocating an arbitrary contract limit based turnover is not recommended, but turnover should be checked to ensure that it doesn’t appear inconsistent with the value and importance of the proposed contract. 2.2/2.4 Payment of creditors and bank requirements If the supplier has answered “No£, to either of these questions it could be indicative of poor financial controls, cash flow problems and / or problems servicing debt. In that case considerable caution should be exercised unless the supplies has provided clear explanations that matters have been put right. 2.7 Availability of financial details The supplier should have answered “Yes” to at least one of these. If not suggests that the organisationcould lack effective financial controls information. As such the supplier might be at financial risk and therefore represent a risk to contract delivery as a potential contractor. A rating system of ‘Full, satisfactory responses provided with no areas of concern’ / ‘Partial, satisfactory responses provided with some cause for concern’ / ‘Unsatisfactory responses provided with significant cause for concern’ or ‘No responses provided’ is suggested. Either of the latter two ratings should raise questions as to whether the supplier should be invited to tender. Section 3 – Business Activities On most occasions a buyer will want to establish that a supplier has experience and expertise in the field that is the subject of the proposed contract and that the work required would not be a new departure for them, or if the supplier would intend to sub-contract. Buyers should check the information provided in this section against the necessary levels of experience/expertise. The section also provides for the supplier to furnish information concerning the number of staff they employ so that this can be assessed against the levels of resource the buyer feels would be necessary to ensure satisfactory performance of the required contract. A scoring system which apportions scores along the lines of ‘Relevant business activities and adequate resource level’ – high marks / ‘Concern over relevance of business activities and/or resource level’ – lower marks / ‘No response provided’ – no marks, is suggested. Section 4 – References Again. The basic rationale behind this section is to enable the buyer to assess the level of relevant expertise and experience possessed by a supplier. Buyers should check that the organisation has provided references that are relevant to the buyer’s requirement and that the values of these are consistent with the likely size and value of the requirement. A newly set-up supplier might be unable to provide three references, but at least one or two should be available. Of course, the suppliers’ ability to make reference to comparable previous work will depend upon the buyer providing a good informative overview of its basic requirements in the information issued to suppliers with the PQQ. A scoring system of ‘Relevant references’ – high marks/ ‘Partially relevant references’ – lower marks or ‘Concern over terminated contract(s)’ / Irrelevant references’ – low marks or ‘References not provided’ – no marks, is suggested. Section 5 – Insurance Employers’ liability is a legal requirement (except for sole traders), this should be at least 5 million pounds. Public liability insurance is also essential for any well-run business. Of course, the level of cover considered appropriate will be commensurate with the contract’s value and significance and should therefore vary from procurement to procurement. A scoring system of ‘Adequate level of insurance’ – high marks / ‘Insufficient insurance’ – low marks or ‘No insurance’ no marks, is suggested. Section 6 – Quality Assurance If the suppliers have neither accreditation nor a quality system, this may give rise to doubts about its ability to provide goods or services of a consistent quality. As a minimum, one would expect to see a supplier provide information that is has considered the implementation of appropriate controls to achieve and ensure consistent performance and intends to adopt such processes where appropriate. A scoring system of ‘Certified quality management system’ – high marks / ‘Proprietary quality management system’ – lower marks or ‘No quality management system’ – low or no marks, is suggested. Section 7 – Health and Safety Suppliers that employ five or more staff are legally required to have a written Health and Safety policy. If the supplier does not have a Health and Safety system, there may be doubts about its commitment and ability to meet H&S requirements. However, the importance of this section, and therefore the weighting factor applied to scores, will of course vary widely according to the type of procurement being undertaken. A scoring system of ‘Documented Health and Safety system’ – high marks /’Health and Safety quality management system’ – lower marks or ‘Health and Safety not specifically addressed’ – low or no marks, is suggested. Section 8 – Equal Opportunities In order to demonstrate that equal opportunities are provided to all staff and discrimination is combated within their organisation, suppliers are asked to state whether they maintain a written equal opportunities policy. If the supplier does not have a written equal opportunities policy, there may be doubts about its commitment and ability to fairly and equally manage its workforce. A scoring system of ‘Written equal opportunities policy’ – high marks / ‘Equal opportunities not specifically addressed’ – lower or no marks, is suggested. Section 9 – Environmental Management Government policy is that environmental issues should be carefully considered in procurement – OGC / DEFRA guidance on the issues is available at http://www.ogc.gov.uk/embedded_object.asp?docid=1001225 Once again, the importance of this section will vary widely according to the type of procurement being undertaken. If a supplier lacks an environmental policy it may be difficult to establish whether it can provide the solution whilst minimising effects on the environment, or whether it can meet the requirements of environmental protection legislation. A scoring system of ‘Environmental management system present’ – high marks / ‘Environmental management not specifically addressed’ – lower or no marks, is suggested. Section 10 – Professional and Business Standing If the supplier has answered “Yes” to any of these questions, there must be doubts about the propriety of the organisation unless the supplier has provided an answer that clearly indicates the problem has been resolved and that steps have been taken to prevent recurrence. A scoring system of ‘No applicable circumstances’ – high marks / ‘Applicable circumstances but satisfactory corrective action taken’ – lower marks / ‘Applicable circumstances with cause for concern’ – no marks, is suggested. If a response falls into the last of these categories it would be appropriate to consider whether the supplier concerned should be deselected on this basis. PQQ Evaluation This document represents a standard PQQ and our objective to assist small firms in completing the document correctly - We will provide (1 hour) of free advice to all firms on request. In addition to this document, we provide a training programme for firms who wish to fully understand and successfully take part in tendering and procurement both in the private and public sector. We provide an assessment of how the PQQ may be evaluated and the weighting factors attached to each section as part of the (1 hour) support END

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Conclusion: Politicians still think that buying cheap is efficiency, in their collaborative procurement agenda. We have to know the priorities otherwise the procurers and suppliers cannot understand the job they have to do, Procurement is at the heart of policy, finance and delivery. OGC Buying Solutions had more than 300 initiatives, there was a lot of information pushed out from the centre, and it was not always easy to grasp, procurement is about value and not about price.

Presentation Transcript

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Provision of Planned Preventative Mechanical and Electrical Maintenance Services Thank you for viewing our PQQ presentation. The PQQ contents are based on actual identical private and public sector PQQ documents and has been developed and provided by: Tendering for Contracts Training Ltd. The Presentation has (5) Sections {(including an (FAQ)}. This presentation describes a typical PQQ document and is a re-requisite of tendering for both public and private sector contracts that the small and medium enterprise (SME) owners need to know and be able to complete correctly – if they wish to be successful in this sector of the market. You can request this document in: enquiries@tfc-training.com

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WHY THE NEED FOR A PQQ? – COULD I FILL IN ONE CORRECTLY? Improve Your Brand Value Create New Revenue Channels Copyright © Tendering for Contracts Training Ltd 1997 - 2009 WHY NOT TRY TO COMPLETE THIS SAMPLE PQQ? Provide Customer Satisfaction Provide Reliable Goods & Services Develop a Profitable Relationship Develop Good Quality Management

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 PQQ - Sample Introduction Applications are invited from suitably qualified and experienced M&E services contractors who wish to be considered for inclusion on a selected list of tenders to provide the highest standards of environmental controls, lighting and presentation, mechanical and electrical services, and client care. The Wallace Collection is a prestigious Grade II listed public building in central London and part of the National Museums Collection; a unique art collection and a unique building containing some of the finest artworks, paintings, furniture, arms and armour, porcelain and sculpture in the world. Our other activities include education and learning, conservation and research. As well as Grant in Aid from the DCMS, The Wallace Collection has charitable status and raises funds through donations and activities such as the prestigious Wallace Restaurant in our glazed central courtyard, high profile corporate and evening functions and a gift shop. The value of the contract is expected to be around £375,000 over three years for a standard contract, however with additional works it could be expected to be in the region of £500,000. The Wallace Collection would also consider proposals for a semi or fully comprehensive contract. Malcolm Readings is acting as tendering coordinator to The Wallace Collection

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Submission Requirements Applicants are required to complete and submit this Pre Qualification Questionnaire (PQQ) to Matthew Johnson at the address below by 12.00 on the Tuesday, 18 August 2009 - (Normally you will approximately two weeks (min) to respond) During the pre-qualification stage Johnson & Johnson personnel should not be contacted, all queries are to be directed in writing to: Matthew B Johnson Johnson & Johnson 1045/46 Carnaby Terrace London W1TJ 3NP Or by email to: xxxxyyyy6@xxxxyyy.co.uk If it is necessary to include any supporting documents, please ensure these are marked clearly with the name of the Applicant and the number of the question to which they refer. Please note that information which is not specifically relevant may not be considered. Please provide three bound copies of your PQQ response (including any supporting documents) – each not exceeding 30 sides of A4 (excluding accounts and certificates), plus a PDF version on CD or memory stick. Submissions cannot be returned. It is strongly recommended that a separate copy of the full submission is retained by those submitting a PQQ in case of damage or loss. Pre- Qualification Questionnaire The entrants are required to complete the following questionnaire. When using separate sheets to expand on answers, please make it clear to which question the response relates.

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 WHCIH SECTION [ 1, 2, 3, 4 ] DO YOU THINK IS THE MOST IMPORTANT? WHICH SECTION GAVE THE MOST PROBLEMS? WOULD YOU LIKE HELP SORTING THE PROBLEM SECTION? YOUR FIRST TELEPHONE HELP SESSION - (1.0 HOURS MAX) IS FREE!!!

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WE PROVIDE ONE 2 ONE SUPPORT 4 SME’s in TENDERING 4 PUBLIC & PRIVATE SECTOR CONTRACTS Copyright © Tendering for Contracts Training Ltd 1997 - 2009 For Your 1st FREE Support Click Here For Audio Presentation Click Here

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 Tendering for Contracts Training Tendering for Contracts Training provides online tendering and procurement training that enables firms identify and benefit from new business opportunities in the private and public . Our training has been specifically developed to assist small firms bid for contracts both in the private or private sector, respond to invitation to tender notices, tender for contracts, respond to request for proposals, prepare and submit tender documents, implement quality management systems, effectively market products and services and efficiently manage contract projects. Testimonial As a procurement specialist for over 20 years, I believe this to be an excellent on-line training programme, suitable for both managers / owners of firms and individuals, it prepares them to tender for contracts with confidence, and develop new business through effective training that enables profitable engagement in the tendering and procurement process. (Former Chief Procurement Officer, Centrica Plc.) Lloyd Sewell - Director To listen an audio presentation – click speaker Tendering for Contracts Training Ltd 23 Elmbridge Road Cranleigh Surrey GU6 8NH : 01483 267098 Mob: 07866 607197 Email: enquiries@tfc-training.com Url: http://www.tfc-training.com

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 In response to the market, all public sector agencies and the large private sector firms has developed a standard form of prequalification (PQQ) to enable their buying or procurement department to provide their generic prequalification details centrally and avoid the need for multiple pre-qualifications. This form should be completed and certified as being accurate by one of the company's directors. The completion of this form does not commit the authority / agency / firm in any way nor is it intended to circumvent any legal requirements required under EC Procurement Directives or Competition rules. The authority / agency /firm is at liberty to confirm any details entered on to the form and may request an audit of the detail giving reasonable notice. The form only requests generic company information and project specific pre-qualification detail may be requested separately at the appropriate time. It is anticipated that for certain tender exercises a director of the company may be required to confirm the accuracy of the information at the given time. The completed document may be provided either in hard copy or electronic format. All requests for clarification or further information in respect of a PQQ should be addressed to the named contact point. No approach of any kind in connection with a PQQ should be made to any other person within, or associated with the authority / agency / firm. General Guidance Notes:

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 PQQ Evaluation We provide an assessment of how the PQQ may be evaluated and the weighting factors attached to each section so that you may be able to gage your chances of success - as an integral part of the support that we provide to firms who pursue our online training programme. You may contact us here for more details: Tel: 01483 267098

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Copyright © Tendering for Contracts Training Ltd 1997 - 2009 END The following procurement information is also available Top Ten Procurement Tips http://www.tfc-training.com/top_ten_procurement_tips.htm Procurement - Spend Management http://www.tfc-training.com/spend_management.htm Request for Proposal - Best Practice Other useful information designed to improve your knowledge of procurement Please note you will have to register to gain access to these pages

Pre Qualification Questionnaire

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