Supplier/Contractor Selection
The supplier/contractor selection process in PROMAN references the project data so that the criteria for each contract can be determined, i.e. the type of work, its geographical location and its size determined by the estimated value. PROMAN can perform this task efficiently as the definition of work types, value bands and areas are common to both suppliers/contractors and projects. The process can then match the requirements of a specified prospective contract to those contractors who can perform the work at the requisite point in time.
Three types of selection can be used:
• Strict Rotation
• Times asked
• Random selection
If required these can be differentially allocated to work types conferring full flexibility of operation.
When the award of a contract is to be done by competitive tender then the process selects the specified number of potential contractors to form the tender list, i.e. a number of suitable contractors who will be asked to submit a tender for the proposed contract. The list generated is stored in the audit files for retention and review. A mixture of automatic and manual selection can be operated as required so that authorised project/contract officers can contribute to the formulation of the list.
Tender Review and Analysis
PROMAN records and places the tenders received for a contract in the order of financial sum tendered and on each tender can indicate the position and the variation from the lowest tender sum received.
The frequency of the supplier/ contractor tender submissions can also be determined thus allowing those contractors who tender irregularly (or not at all) to be identified. Non-submission of a tender after indicating a willingness to do so may mean that the tender process may have to be repeated which is both expensive and time consuming. Furthermore the contractor’s position within each tender result can be evaluated to enable the contractor’s relative success rate (or lack of success) to be assessed. Review of the data accumulated both indicates trends that emerge and can contribute to the on-going review of the approved list.