PQQ and Evidence

Following on from last week’s article this week’s article will focus on the additional evidence required when completing a PQQ.

Audited Accounts
The PQQ will always ask for three years’ worth of audited accounts, these are often pass/fail criteria as they demonstrate to the evaluator that your business is financially stable and secure. The accounts also display the size of the business and whether or not you are a financially viable option to fulfil the contract. Typically a contract will not be awarded to you that is in excess of 25%-30% of your turnover. However, there are exceptions and you should always check. Be mindful that sometimes your key financial ratios may be calculated and they may run a credit check.

Key performance indicators
Key performance indicators or kPI’s are a visual interpretation of internal success. They are a genuine measure of how the company is performing against pre-arranged targets. KPI’s illustrate a level of consistency that your business is able to continually perform and reach set objectives targets, often based upon the SMART principles (Specific, Measurable, Achievable, Realistic, and Timed). KPI’s are often business and sector specific however customer satisfaction measures are widely regarded as a compulsory and necessary measures for all sectors. Identifying levels of customer satisfaction will lead to a reduction of customer complaints and an improvement in customer service.

Complaints procedure
A PQQ will often ask for you to demonstrate a valid and up to date complaints procedure which ensures that if a complaint did ever arise you have in place the processes and procedures to deal with it promptly and fairly. A complaints procedure should clearly lay out the process in a structured and systematic manner and clearly explain the appeals procedure.


References/ previous experience
References that demonstrate to the evaluator that you have the previous experience and the necessary procedures in place to deal with similar sized contracts will support your bid . These references can secure your progression through to the next stage of the Tender process so please ensure that you select the most relevant. If you are bidding for a project to build schools do not provide previous experience in building Scout huts! Make sure they match your client requirements. Another tip would be to contact your references in advance and explain that they may be contacted. Make sure they understand the importance of returning the reference in a timely manner; the evaluator will not wait forever!

Other items of evidence may include;

• Qualifications of your management team

• Your training matrix

• A business continuity plan

• Environmental impact assessments

• Environmental action plan

• Waste Management Plan

• Accident reporting procedure

• Prompt payment policy

• Conflicts of interest policy

• Customer Charter

• Customer Care Policy

• Accident statistics

• Bankers reference

• Sub-contractors Policy

• A million and one other things!

Luke O’Neill