Every successful project is like a puzzle, where each piece fits perfectly. Imagine you have moved to Bangalore and you want to purchase a flat. You will hesitate to book your flat without knowing if the builder can deliver a quality flat on time.
Large enterprises want to ensure that every vendor and subcontractor is qualified to participate in the tendering process. This is similar to ensuring the builder you selected is qualified to complete the project on time while meeting quality and safety requirements. Does the builder have a reputation for delivering projects according to the contract with the buyer?
Why are PQRs so critical? How do they impact procurement, and why should your enterprise be attentive to them? By the end of this article, you’ll appreciate the importance of pre qualifying requirements for project procurement and be ready to book a demo with Venwiz to streamline your project procurement.
Table of Contents
- What Are Pre-Qualifying Requirements?
- Value of Pre Qualifying Requirements for Project Procurement
- PQR Best Practices
- Factors to consider in PQR
- Venwiz: Simplifying Pre Qualifying Requirements for project procurement
What Are Pre-Qualifying Requirements?
Pre-qualification Requirements (PQRs), or Bidder Qualification Criteria (BQC), are essential for selecting the right vendors. They act as a screening process to ensure only qualified businesses can bid on your project. PQRs help you evaluate potential vendors and confirm their ability to complete the project successfully.
- Techno-commercial criteria
- Financial Criteria
Techno-commercial criteria
This category focuses on the vendor’s past performance and ability to handle your project effectively.
Here’s what to consider:
- Past Projects: A strong track record on similar projects is essential. Look for vendors who have successfully completed projects like yours. This demonstrates their understanding of the project’s complexities and their ability to deliver results.
- Scale: Ensure the vendor has experience handling projects similar in size to yours. This guarantees they can manage the scope and demands of your project effectively.
- Timeline: A vendor’s recent experience is crucial. Match the vendor’s project history to the project’s complexity. Large projects require longer experience (3-5 years), while smaller ones need less (2-3 years).
- Industry Expertise: For specialized projects in niche industries like pharma or oil & gas, verify the vendor’s experience handling projects with specific industry regulations and safety requirements.
- Client References: Positive feedback from previous clients, obtained through certificates, reviews, or even direct interviews, confirms the vendor’s ability to not only undertake projects but also execute them to client satisfaction.
- Certifications: Relevant certifications validate a vendor’s expertise and commitment to quality. Look for certifications that align with your project’s specific requirements. Industry-recognized certifications build trust and demonstrate a vendor’s adherence to best practices.
Financial Criteria: Ensure Financial Stability
Financial health is vital for a project’s smooth execution. A financially sound vendor reduces the risk of project delays or disruptions due to financial constraints. Here’s what to assess:
- Turnover: The vendor’s annual turnover should be able to handle your project value comfortably. This indicates their financial capacity to handle the project’s requirements.
- Net Worth: A positive net worth reflects the vendor’s financial stability. This reduces the risk of them going bankrupt mid-project, jeopardizing your investment.
Value of Pre Qualifying Requirements for Project Procurement
PQRs offer a significant advantage throughout the project procurement process. Here’s how they contribute to a successful project:
Enhancing Trust and Collaboration
- Vetting: Thorough evaluation fosters vendor commitment and professionalism.
- Unified Goals: Create an environment that fosters collaboration, leading to overall project success.
Time and Resource Management
- Eliminating Irrelevant Vendors: You can avoid wasting time on unsuitable vendors, allowing them to concentrate on more critical tasks.
- Qualified Vendor Selection: Uncertainty is reduced by ensuring that only qualified vendors are chosen for the procurement process. This guarantees a sufficient number of vendors for competitive quotes, increasing the likelihood of successful tenders.
- Reducing Unnecessary Follow-ups: By avoiding sub-par vendors, clients save time on needless hand-holding and follow-up during the execution stage.
Efficient Project Execution
- Clear Expectations: PQRs set clear expectations and timelines, reducing unnecessary communication. By specifying the required technical qualifications and experience, you ensure all vendors meet the standards from the start, preventing delays and misunderstandings.
- Seamless Progression: Establishing detailed PQR criteria ensures that project phases proceed smoothly without unexpected interruptions.
PQR Best Practices
PQR criteria offer a powerful framework to identify qualified vendors and ensure they have the capabilities to deliver. Here are some best practices to get the most out of PQR:
- Tailor your PQR: Start with a thorough understanding of the commercial and technical aspects of your project. Craft your PQR to address these unique requirements.
- Verification: Be specific in outlining your PQR requirements, but avoid overly narrow criteria. Extremely restrictive criteria could disqualify qualified vendors unnecessarily. Focus on essential qualifications without hindering a competitive pool of bidders.
- Verify and validate: Don’t rely solely on vendor claims. Request for documentary proof to substantiate their claims. Contact previous clients for feedback on the vendor’s performance for critical projects.
- Internal Collaboration: Recognize that no single person knows everything about all jobs. Collaborate with internal teams to develop a comprehensive and effective PQR when the job falls outside your expertise.
Factors to consider in PQR
| Sl. No. | Job Elements to be Analysed | Understand job requirement | To frame the PQR element |
|---|---|---|---|
| 1 | Scope of the job | If it is only supply (cable/ cable tray supply), supply+service (HVAC), only service (Oil filtration) | Technical capability Business continuity |
| 2 | Nature of the job | If it is a system (HVAC, fire fighting), or generic (piping, cable laying) | |
| 3 | Scale/ Volume/ Value of the job | Quantum of the job, capacity of the system needed Ticket size of the job Specific vs. generic job | Scale/ Capacity of past experience Ticket size of past job Technical capability |
| 4 | Working capital requirement | Advance from the client is sufficient to mobilise the site/ job or not (10% vs. 30% advance) Payment terms demand substantial working capital or not (payment in 1 month vs. 3 months) | Ticket size of past job TO of the vendor |
Venwiz: Simplifying Pre qualifying requirements for project procurement
Navigating Pre-Qualifying Requirements (PQR) in project procurement can feel like navigating a maze. At Venwiz, we specialize in streamlining this process, saving you time and frustration.
An OnG company in India needed repairs and maintenance for its storage tank. They came to Venwiz seeking qualified vendors.
We begin by asking detailed questions about your project. This helps us grasp the scope of work and the specific vendor profile you require.
After understanding your requirements we build a detailed scope of work outlining the project requirements and establish clear technical and financial criteria for eligible vendors.
Scope of work
- Supply, coating, painting, insulation, repair, and maintenance of storage tanks and roof shells.
- Replacement of shell plate, roof plate, bottom and annular plate, fire water sprinkler line, and steam cell.
- Hydro test of the steam coils.
- Galvanizing of sprinkler and foam line,
- Dismantling and re-erection of aluminium floating roof.
- Shot blasting, scrap cleaning and painting the tank. ‘
.
Technical Conditions:
The vendor should have executed similar projects in the last 3 years with at least (any one option is acceptable) –
- Options 1: One order of annualized basic value not less than Rs. 500 Lakhs for Non MSE / Rs. 425 Lakhs for MSE.
- Option 2: Two orders each, of annualized basic value not less than Rs. 315 Lakhs for Non MSE / Rs. 270 Lakhs for MSE.
- Option 3: Three orders each, of annualized basic value not less than Rs. 250 Lakhs for Non MSE / Rs. 215 Lakhs for MSE.
Financial Conditions
- The average annual turnover of the bidder for the last three accounting years should be at least Rs. 187.36 Lakhs based on the bidder’s audited financial results.
- The Net Worth of the Bidder as per the latest audited financial statement shall be positive
Venwiz Advantage:
- Tailored PQR Creation: We craft a PQR document that precisely aligns with your project’s unique requirements.
- Extensive Vendor Network: Leverage our vast database of pre-vetted vendors to find the perfect match for your needs.
- Advanced Search Tools: Utilize our sophisticated algorithms to identify qualified vendors quickly.
- Streamlined Communication: Our platform facilitates clear communication between you and potential vendors, ensuring prompt response to all queries.
- Reduced Workload: Venwiz simplifies the process, minimizing your workload and turnaround time.
Client names and critical details are not revealed in the initial stages.
Don’t let PQRs slow you down. Choose Venwiz and experience a revolution in project procurement. Our customer-centric approach guarantees you’ll find the right vendor for your project, ensuring a smooth and successful outcome.
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