For capital project owners, outsourcing the project’s scope of work to qualified engineering consultants and contractors is one of the common practices in this industry. Ensuring that there is a formal process for prequalifying engineering consultants and contractors before they are invited to bid is a crucial to reduce the risk exposure of having incompetent entities ends being awarded part of or the completed project’s scope of work.
Prequalification document should be designed in a format that covers all requirements needed to ensure that only qualified engineering consultants and contractors will be part of the procurement process. The document will include sections for company information, financial information, experience, quality assurance, health and safety among others. The importance that each section represents for assessing the company qualifications will be represented by a weight percentage value out of 100%. Each section could have a number of categories that each could have different importance level than the other. In addition, categories can be further detailed into items to ensure that the prequalification is captured at the desired granular level.
The weight value for each section, category and item details the project owner’s risk allocation strategy to determine which consultant or contractor needs to be considered as part of the project’s procurement process and those who should be avoided. The response provided by consultants and contractors against those items will enable the project owner to objectively score each item to determine the total weighted score points attained by each consultant and contractor of the total 100% score.
It should be noted that the project owner could have more than a single prequalification scoring list. For example, the scoring list for consultants could very differ from the one for contractors. In addition, the scoring list for international consultants who will be invited for mega projects could differ from the scoring list for local consultants. The same will apply to local, international and specialized contractors where the weight values assigned to the prequalification sections, categories and items could differ.
The submitted prequalification information will become the basis for creating the prequalification score report for which the project owner can select any specific consultant or contractor and review their prequalification scoring. The reported scoring data can be limited to a specific section of the prequalification document if needed. In addition, the report will have a visual chart to detail how the reported scoring points were attained for each selected consultant or contractor.
The prequalification scoring details report will be one of the many reports that a Project Management Information System (PMIS) like PMWeb can generate. PMWeb will be used to manage the complete prequalification process by designing the online prequalification form to enable consultants and contractors to provide the needed information and supportive documents for the prequalification process. Consultants and contractors can access PMWeb prequalification module online and submit the required information and documents.
The submitted prequalification information will then become automatically available for the project owner to commence the analysis and assessment process. PMWeb allows creating unlimited number of scoring templates to comply with the different prequalification analysis and assessment requirements needed by the project owner. PMWeb scoring template allows defining all possible types of assessment that need to be performed. Those include for example currency, date and number values, text response documents provided among many others.
The attachment tab will include all documents submitted by the contractor or consultant that were required in the online prequalification submission. In addition, the project owner team can upload and attach other documents as well as add links to PMWeb records and imported MS Outlook emails. This will ensure the analysis and assessment process is comprehensive and all used documents are captured and available for review.
Similar to all other PMWeb modules, the prequalification assessment module will be assigned a workflow to formalize the review and approval of the prequalification scoring provided by the project team. The workflow will identify the workflow steps, duration, responsibility, available action types and sequence. The workflow could include conditions to ensure that the correct approvals are secured depending on the approval authority levels set for the project.
About the Author
Bassam Samman, PMP, PSP, EVP, GPM is a Senior Project Management Consultant with 40-year service record providing project management, project controls services and project management information system to over than 200 projects with a total value in excess of US $100 Billion. Those projects included Commercial, Residential, Education and Healthcare Buildings and Infrastructure, Entertainment, Hospitality and Shopping Malls, Oil and Gas Plants and Refineries, Telecommunication and Information Technology projects. He is thoroughly experienced in complete project management including project management control systems, computerized project control software, claims analysis/prevention, risk analysis/management (contingency planning), design, supervision, training and business development.
Bassam is a frequent speaker in topics relating to Project Management, Strategic Project Management and Project Management Personal Skills. Over the past 40 years he has lectured at more than 350 events and courses at different locations in the Middle East, North Africa, Europe and South America. He has written more than 300 articles on project management and project management information systems that were featured in international and regional magazines and newspapers. He is a co-founder of the Project Management Institute- Arabian Gulf Chapter (PMI-AGC) and has served on its board of directors for more than 6 years. He is a certified Project Management Professional (PMP) from the Project Management Institute (PMI), a certified Planning and Scheduling Professional (PSP) and Earned Value Professional (EVP) from the American Association of Cost Engineers (AACE) and Green Project Management (GPM).
Bassam holds a Masters in Engineering Administration (Construction Management) with Faculty Commendation, George Washington University, Washington, D.C., USA, Bachelor in Civil Engineering – Kuwait University, Kuwait and has attended many executive management programs at Harvard Business School, Boston, USA and London Business School, London, UK.