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Drafting a Compliant PQQ

Wednesday October 2nd, 2013

The pre-qualification stage is critical to the success of the procurement exercise.

Eddie Regan

Eddie Regan

It is essential to ensure that all pre qualification questionnaire (PQQ) questions are compliant with the EU principles as failure to construct an effective pre-qualification questionnaire can lead to a contracting authority having to cancel the tender.


We catch up with senior PASS (Procurement Advice Support Service) consultant, Eddie Regan, to discuss how to best draft a compliant PQQ…


What can happen if an organisation fails to construct an effective pre-qualification questionnaire?
For the buyer the PQQ process is critical. It is important that only those organisations that demonstrated their capability and capacity and their economic and financial strengths should be taken to the tender stage. Poorly constructed PQQs frequently mean that organisations slip through the net and are invited to tender despite their inability to deliver.

When should a PQQ be drafted?
Too frequently in the public sector the PQQ is thrown together after the internal client ‘discovers’ they have forgotten the retender of an existing contract. This leads to a hurried notice being issued and on occasion the last PQQ being dusted down, hastily amended, and issued whilst the specification is being drafted. In reality, a properly organised procurement exercise should start in reverse with a specification, backed up by a business case being constructed, followed by a PQQ being tailored to ensure the correct parties are invited to tender exercise. Thereafter the advert should be placed in the official journal and not as indicated the other route.

What are some of the key issues/topic areas that buyers and suppliers need to be aware when dealing with public sector procurement?
It is crucially important that both buyers and suppliers realise that the procurement process is not intended to be a divisive practice. Whilst there is a need in procurement to ensure that everything undertaken is balanced in a non-discriminatory and transparent fashion, whilst ensuring equal treatment to all parties, it is also worth remembering that the process is driven by regulations which are there to ensure competition rather than the perfect procurement exercise. Therefore, buyers and suppliers should be looking to work towards a common outcome, whether that is the delivery of the contract or the fiscal remuneration for its delivery.

To learn more about Drafting a Compliant PQQ, book the PASS course here.

For all PASS public sector procurement training, check here.

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