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Dear #Name #Surname,
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 ddefined 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 PQQs.
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 lend 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.
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Tel: 0845 438 1663
