Writing a PQQ is easy

We are often asked “What is a PQQ?” A PQQ is a pre-qualification questionnaire
The concept behind the PQQ stage of the tender process is to identify high quality suppliers capable of delivering the project. It is designed to exclude and not include, and so every response you provide should be as good as it can be. Do not rush your PQQ writing and do not leave it until the last minute. Writing a last minute PQQ is very stressful!
The PQQ document follows a clearly defined template that has designated sections focused around a set of key principles; it is used to assess the suitability and ability of the business to fulfil the contract, but also to identify any areas of weakness and risk to the purchaser. The buyer will examine each supplier’s response and decide which firms they will issue the Invitation to Tender (ITT). The bullets below provide a brief introduction to the PQQ and various sections contained within.

Company registration details – this introductory section of the PQQ provides the buyer with basic contact details identifying it as a legal entity and perhaps some background to the company trading history and core business.

Financial information – the supplier needs to prove to the buyer/assessor that the company is not in any financial trouble and are able to fulfil the needs of the contract if selected. When applying for public sector work, a usual requirement is three years accounts however this is not always the case. The supplier turnover in relation to the size of the contract also plays an important role in the decision process and in many cases key financial ratios will be calculated and usually a credit check is undertaken.

Insurance – providing up to date insurance documents is essential in demonstrating the supplier’s ability to meet expectation and conform to government policies. Employer’s liability is essential, with at least £5 million cover. The level of insurance cover required is dependent on the size of the contract and will be determined by the buyer.

References – the references provide the assessor with relevant information about previous experience of similar contracts. Don’t forget to tell your referees that they may be contacted and how important the contract is to you.

Quality sections – Completing a PQQ always means writing a quality section. The quality section of the PQQ details the quality management systems that are in place, and the levels of service delivery. The supplier needs to highlight and explain control systems that ensure high quality service delivery.

Business experience within the sector – often the most important narrative element, the experience section of the report displays the suppliers staffing levels and previous experience of service delivery. This section allows the supplier to demonstrate their abilities and showcase their skills. Make sure the projects you select are the most relevant and clearly demonstrate your experience to the buyer.

Environment-All PQQ now contain a section on the environment. “How do you manage the impact of your supply chain on the environment” is an example. Think about this section very deeply. Significant points can be lost here and it could be the difference between being invited to tender and failing to make the cut.

Health and safety – The Health & Safety section will request either your policy document or your policy and procedures. You will also be asked who is responsible for health and safety within the business and what qualifications they hold.

Declaration – the declaration is located at the end of the PQQ and provides the supplier/assessor with confirmation that all the data provided is valid and correct.

PQQ checklist; if you have seen one you have seen them all. It is simply a list of items that should be included in your submission.

The above bullets provide a breakdown of all the important information that is needed within each section of the PQQ. Reading and understanding the process makes the writing of the PQQ easier and aims to make the task less daunting.
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