Pre-qualification questionnaire (PQQ)
The search for companies to supply products or services to your organisation can seem time-consuming and expensive, even if the long-term benefits are attractive. One way to help manage the time spent on the tender process is through the use of Pre-Qualification Questionnaires, or PQQs.
A PQQ is an effective tool to shortlist suppliers when there is a large number of applications for the tender and can be used to form the basis of an approved supplier list (however this list will need to be reviewed on a regular basis). They serve to separate viable suppliers from those with little or no chance of being selected. They are questionnaires designed to highlight a supplier’s credentials but also to identify any gaps in their offer at the earliest possible stage. They are increasingly common, particularly where the public sector is involved.
The questions you ask will depend on the nature of products or services you wish to buy. The following tips will help you create a PQQ for your organisation:
- Keep it as simple as you can. You don’t want to discourage genuine applicants because the questionnaire is time consuming and costly to complete.
- Be precise in explaining the requirements, including the reason for buying the product or service.
- Provide helpful instructions for completing the PQQ. Some suppliers will not be familiar with the process.
- Explain how you will reach a decision, including how long it will take.
- The PQQ should focus on a supplier’s strengths, not their weaknesses.
- Make it clear why the information you request is important. Some suppliers will want to know why they should share sensitive information with you.
- Provide a checklist to help suppliers make sure their response is complete.
- Explain your jargon. Better still, avoid jargon as far as you can.
PQQs can help you ensure that you receive the certified goods that you want to purchase and to check their authenticity. These are some of the issues that can be covered:
- Approvals by industry regulator
- Certification such as ISO9000
- Insurance cover
- Environmental and sustainable policy ISO 14000
- Health and Safety records
- People development accreditation
- Previous experience and associated references
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