Upload
dangdung
View
226
Download
4
Embed Size (px)
Citation preview
PRE-QUALIFICATION OF
PRODUCTS, CONTRACTORS
AND SUPPLIERS MANUAL
Public Works Authority PO Box 22188 Doha State of Qatar
Prepared by : Pre-qualification Committee of RO&MD November, 2009
Public Works Authority Assets Affairs
Roads Operation & Maintenance Department
Pre-qualification Manual Page 1
Pre-qualification of Products, Contractors and
Suppliers Manual
Table of Contents
Section 1: General
1.1 Introduction 3
1.2 Background 3
1.3 Objective 3
Section 2 : Definitions
2.1 Road Operation and Maintenance Department Products 4
2.2 Products 4
2.3 Manufacturer 4
2.4 Supplier / Dealer 4
2.5 Sole Agent / Agent 5
2.6 Applicant 5
2.7 Contractor 5
Section 3 : Roles and Responsibilities
3.1 Chairman 6
3.2 Vice Chairman 6
3.3 Members 6
3.4 Secretary 6
3.5 Applicant 7
Section 4 : Product, Supplier and Manufacturer
4.1 Guidelines for Approval of Product and Supplier 8
4.2 Product Approval Process 9
4.3 Time Table for Product Approval Process 14
4.4 Flow Chart For Product Approval Process 15
Pre-qualification Manual Page 2
Section 5 : Contractor
5.1 Guidelines for Approval of Contractor 17
5.2 Contractor Approval Process 17
5.3 Time Table for Contractor Approval Process 23
5.4 Flow Chart For Contractor Approval Process 24
Section 6 : Appendixes
6.1 Appendix A Product Needs & Applicability Assessment Form 26
6.2 Appendix B New Roads Furniture’s Approval Request Form 27
6.3 Appendix C Contractor Registration Form 31
Pre-qualification Manual Page 3
Section 1 General
1.1 Introduction
It is the intention of end-user, Roads Operation and Maintenance Department
(RO&MD) of Assets Affairs, to have a manual pertaining to the Internal Committee
as well as the pre-qualification guidelines for approving the new products,
vendors/suppliers and contractors to insure high quality of all roads installations in the
state of Qatar.
1.2 Background
The RO&MD of Assets Affairs has formed an internal committee to address the pre-
qualification of new products, vendors/suppliers and contractors. It is very essential to
have this committee so that all roads pre-qualification issues can be tackled as a group
during the weekly meeting and within a prescribe period of time.
The compositions of the internal committee are Chairman, Vice Chairman, Technical
Members and Secretary. The Technical members represent all types of categories such
as warning and regulatory traffic signs, informative signs, street name signs, street
lightings, traffic signals, road markings, vehicle safety barriers, pedestrian guardrails,
road markers (such as reflective and ceramic studs) and other Traffic Control Devices.
The Vice Chairman and Technical Members have the mandate to sit in the internal
committee and can be retained or replaced depending on the Manager of RO&MD.
1.3 Objective
1.2.1 To pre-qualify the Contractors and Vendors / Suppliers for specific types of
services, material and their capability to handle different size of projects.
1.2.2 To determine the adoption of materials, equipment, tools, and by making sure
the technical properties to suit use in the different project management.
1.2.3 To insure that contractors have the experience, skill, financial resources and
integrity needed to perform the type and size of work involved.
1.2.4 To study the efficiency of the plant or producer or supplier of the equipment
and materials and its compatibility with international technical standards.
Pre-qualification Manual Page 4
Section 2 Definitions
2.1 Road Operation and Maintenance Department Products
Generally consist of providing warning and regulatory traffic signs, informative signs,
street name signs, street lightings, traffic signals, road markings, vehicle safety
barriers, pedestrian guardrails, road markers (such as reflective and ceramic studs),
etc. throughout the State of Qatar. For a complete list of Road Furniture’s Products
and Contractor, refer to the appendix, A, B and C.
2.2 Products
Products are fully developed, marketable for use in construction, maintenance and
operation of the State’s transportation system. These can be further divided into two
sub-types.
2.2.1 Type 1 Products
Products that RO&MD has no prior experience with, not previously evaluated,
and which are not covered by existing specifications or requirements.
2.2.2 Type 2 Products
Products which are similar to products RO&MD currently uses for which
specifications exist, but that require evaluation and validation of performance
prior to approval. These types of products may include previously approved
products, which have been modified or new technology or an existing product
sold by a new supplier.
2.3 Manufacturer
Manufacturer is one who fabricates or produces finished goods from raw materials or
assembles from components and releases for the market.
2.4 Supplier / Dealer
Supplier / Dealer is one who purchases products / goods or components from the
manufacturer and sell to the user.
Pre-qualification Manual Page 5
2.5 Sole Agent / Agent
Sole Agent / Agent is the appointed representative of a Manufacturer to promote sales
of his product(s) within a country or a region. When the Manufacturer appoints a
single agent he becomes the Sole Agent.
2.6 Applicant
Applicant can be a manufacturer, supplier, dealer, agent or sole agent.
2.7 Contractor
Contractor can be anyone who have the technical capability to fulfill the terms of a
legally binding agreement for Roads Operation & Maintenance Works.
Most commonly, the term 'contractor' is used to describe an expert in the construction
industry who hires skilled and unskilled workers to actually construct a financed
project. A contractor must be licensed by government before he or she can bid on the
project.
Pre-qualification Manual Page 6
Section 3 Roles and Responsibilities
The roles and responsibilities of internal committee personnel involved in the product and
contractor approval process are defined below. This is done to guide the approval process.
3.1 Chairman
The Manager of Roads Operation and Maintenance Department shall be as Chairman
of the Committee. The Manager is responsible for the final approval, and for removing
any barriers to their use once approved. He will issue a no objection letter to the
applicant upon recommendation of the committee.
3.2 Vice Chairman
The Chairman shall appoint the Vice-Chairman. The Vice-Chairman shall assume the
role as Acting Chairman during the absence of the Chairman.
3.3 Members
The role of each member is to determine if a contractor or product has an application
in the Department, and to review, analyze/evaluate, validate, and implement new
contractors and products.
3.4 Secretary
The Secretary receives all requests for approval of new contractors and products and
then forward to the Chairman upon assigning the tracking number and enters the date
received. He/She shall notify the Vice Chairman and Technical Members that the
contractor or product is added in the list of RO&MD Approved Products or
Contractors and ensuring that accurate and up-to-date records are maintained on
contractor/product specifications and standards.
The Secretary is also responsible for notifying the Vice Chairman and Technical
Members of the schedule of weekly meeting and shall prepare the minutes of the
meeting.
Pre-qualification Manual Page 7
3.5 Applicant
Shall seek product approval, by fully completing the application form, providing
accurate information on the items listed in the Guidelines and any other information
that will enable the Committee to adequately determine the purpose, need and viability
of the contractor/product. In the case where a contractor/product approval is denied,
to appeal the decision as per the procedures outlined in the guide.
Pre-qualification Manual Page 8
Section 4 Product, Supplier and Manufacturer
4.1 Guidelines for Product and Supplier
The Internal Committee receives the request from manufacturers / suppliers / vendors
for approval of their road furniture products under his jurisdiction. It is the intention of
the committee to set out a fair and timely review and evaluation procedure for product
approval.
Any road furniture product that meets the criteria set out in these guidelines shall be
approved. This includes processing applications, coordination and referral of product
information, field evaluation of new products and technical evaluation reports, quality
assurance reviews and factory visit if required. There factory visit is required, the
applicant will finance all the expenses of the evaluating team.
All road furniture related products or materials introduced and approved by the
Department shall be placed on the Department’s List of Approved Products.
The contents of the Guidelines are as follows:
Define the process and procedures for submitting, reviewing, evaluating, and
approving or rejecting fully developed, commercially available road furniture
products.
Delineate the tasks performed by and the functional relationships between the
Applicant (i.e. product manufacturer / supplier / vendor) and RO&MD.
The Procedure has four basic stages:
4.1.1.1 An initial submission by the Applicant.
4.1.1.2 A detailed technical submission by the Applicant.
4.1.1.3 A determination by the Pre-qualification Committee for Road Furniture’s
and Supplier.
4.1.1.4 An appeal procedure.
Pre-qualification Manual Page 9
4.2 Product Approval Process
4.2.1 Initial Contact and Distribution of Submitted Material.
4.2.1.1 Applicant makes inquiry with Roads Operation and Maintenance
Department (RO&MD) for road furniture’s product approval. Picks up
New Product Application Form, completes it, and returns the completed
form to Manager of RO&MD, to the attention Chairman of the Pre-
qualification for Products, Contractors and Suppliers Committee.
4.2.1.2 Based on the information provided in the Product Application Form, the
Member of the Committee act as initial reviewers to address the need &
applicability for any product submitted to the Department for approval.
Two weeks after receiving the completed Product Application Form from
Applicant, the committee shall conclude the initial review and assessment
of the need and applicability for the product, and advise the Applicant of
the findings.
Type II products usually do not require a needs assessment (refer to
Appendix “A” for definition of Type I and II products).
4.2.1.3 If the initial assessment confirm the need and applicability for a Type I
product, the Member through the Secretary shall request the Applicant to
make a detailed Product Approval Submission to RO&MD.
4.2.1.4 The returned detailed Product Approval Submission shall include but is not
necessarily limited to the following:
4.2.1.4.1 A certified letter from the manufacturing company and/or his approved
supplier / vendor, introducing the product and stating that the product
meets current accepted international specifications and/or design standards
and that the product has not been altered in any way from original
composition or design as submitted to the Department.
Pre-qualification Manual Page 10
4.2.1.4.2 Complete Technical Brochure.
Product Literature which may includes videos or photographs.
4.2.1.4.3 Installation.
Detailed shop drawings of recommended method of installation or use
including engineering designs or calculations where applicable.
4.2.1.4.4 Quality Assurance Certification.
List of all industry certifications and documentation on the manufacturing
company’s Quality Assurance (QA) Program, which describes the
manufacturing process, capabilities and experience. List the number of
years the company has manufactured the item under the same name as
submitted herein. Provide a copy of all certifications.
4.2.1.4.5 Material Test Certificate.
Material specifications and results of independent product testing. The test
certificate shall come from independent accredited laboratory such as
KEMA or ASTA or other equivalent.
4.2.1.4.6 Performance Test Report.
Complete type and routine test report as specified in the European or
international standards for each material.
4.2.1.4.7 Spare and after Sale Report.
Commitment letter for spares and after sales obtained from the
manufacturer.
4.2.1.4.8 Life Span and Guarantee.
Guarantee letter from the manufacturer stating the period.
4.2.1.4.9 Performance Record.
Comments from previous users. A testimonial from client(s) with regards
to product performance record would be most supportive and if possible
should be provided.
4.2.1.4.10 Project References from GCC Countries.
List of GCC countries where this product is in use with the detail of
quantities, year of installation and authority.
Pre-qualification Manual Page 11
4.2.1.4.11 International Project References.
List of other countries outside the country of production for whom you
have supplied similar products in the past two years. Provide references
including client information, details of quantities, year of installation and
authority.
4.2.1.4.12 Local Agent.
Letter of Appointment from the manufacturer for local/regional agent ship.
4.2.1.4.13 Business Profile.
Audit report for a minimum of period of ten years including recent audit
report.
4.2.1.4.14 Sample.
Complete set of sample comprising in full dimensions of all the
components. Until specifically requested, the Applicant is not to send
product samples to the committee.
4.2.1.4.15 Field Demonstration and Factory Visit.
The committee may require the applicant to demonstrate the product for a
certain period. The committee shall decide the location of the
demonstration.
The committee may visit the factory to check the manufacturing facilities,
capacity of the manufacturer, witness the quality control and testing
procedure.
The applicant and the manufacturer shall shoulder all expenses for both
activities.
4.2.1.4.16 Any other information, which will enable the Committee to adequately
determine the purpose, need, and viability of the product.
4.2.1.5 After receipt of the detailed Product Approval Submission from the
Applicant, the Secretary:
4.2.1.5.1 Assigns a tracking number and enters the date received and then forwards
the Product Approval Submission to the Chairman of the Committee for
scrutiny and to designate to the concern member for detail evaluation.
Pre-qualification Manual Page 12
4.2.1.5.2 Distributes the Product Approval Submission to concern member of the
Committee within one week after receiving the Product Approval
Submission from the Applicant for evaluation.
4.2.1.5.3 Sends a letter acknowledging receipt of the PAS to the Applicant within
two weeks after receiving the PAS.
4.2.1.5.4 Places the Applicant’s submission on the agenda of the next scheduled
meeting of the Committee.
4.2.1.5.5 If the committee requires additional product information, including, but not
limited to, a presentation by a product representative, the Chair or Vice-
Chair contacts the Applicant to request the information or schedule the
presentation.
4.2.2 If the need & applicability of the product is established in the initial review, the
Committee shall carryout an independent assessment of the product. The Committee is
typically comprised of specialists responsible for the ultimate implementation and use
of a class of product.
4.2.3 The product review and evaluation by the Committee should take no more than ten to
eighteen weeks to complete. Following evaluation of the product by Committee, the
Applicant is notified of the decision made within two weeks through the office of the
Manager of RO&MD.
4.2.4 If the product is approved, the Secretary adds the product to the list of RO&MD
Approved Products. The Secretary will arrange sessions with the Applicant to instruct
and train RO&MD staff on how the product is manufactured, fabricated, installed and
maintained. The Applicant will also conduct a field demonstration for the proper use
of the product.
Pre-qualification Manual Page 13
4.2.5 Products conditionally approved will require complete verification testing and
monitoring for the full duration of the specified test period. The Applicant for the
approved product will be required to present company approved product test methods
and procedures to the RO&MD staff. Products not performing satisfactorily during the
monitoring period will have their conditional approval withdrawn and will be removed
from the Approved Products List.
4.2.6 If the product is not recommended for further consideration, the Applicant is notified
in writing. When approval for a product is denied, the Applicant can appeal the
decision. A written appeal from the Applicant shall be directed to the Chairman of the
Committee. The Applicant shall be provided with the opportunity to present his case at
a special meeting with the Committee. The Chairman of the Committee will then
submit his report to the Manager of RO&MD who will then make the final decision..
The Secretary shall document all appeals in a standardized format. Alleged
deficiencies on a product approval request application shall be documented. All final
decisions shall be fully justified in-writing.
4.2.7 Products on the Approved Products List shall be required to perform satisfactorily in
the field and meet current specifications to remain on the Approved Products List. It
will be the responsibility of the engineer to insure that product and materials are
properly accepted prior to use consistent with Department policies and practices. A
manufacturer’s listing on the Approved Products List does not waive any of the
requirements of the specifications or relieve the manufacturer of any obligation there
under. Defective work, materials and equipment will be rejected, and the product shall
be removed from the Approved Products List.
4.2.8 Products removed from the Approved Products List will remain off the list for a
certain period of time. Manufacturer / supplier / vendor applying for re-instatement of
products removed from the Approved Products List will be required to complete a
new product information package and undergo the entire review and evaluation
process.
Pre-qualification Manual Page 14
4.3 Time Table for Product Approval Process
Respon-
sibility
Activity Weeks
2 4 6 8 10 12 14 16 18
Applicant Make inquiry and pick
up PAF from
Department
Applicant Complete & return
PAF to Secretary of
the Committee
Member Conduct initial
assessment of product
need and application
Chairman/
Vice
Chairman
Notify Applicant of
decision on initial
assessment of product
need & application
Applicant If requested by
Committee, submits
completed PAS as per
PAG
Member Review PAS for
completeness and
report to the
committee during the
meeting
Committee Evaluate PAS & make
recommendation with
regards to product
approval request to
Manager of RO&MD
Office of
the
Manager of
RO&MD
Notifies Applicant of
decision
Legend _:
APL - Approved Products List
PAF - Product Application Form
PAS - Product Approval Submission
PAG - Product Approval Guidelines
Timeline varies and depends on type of
product being evaluated
Pre-qualification Manual Page 15
4.4 Flow Chart For Product Approval Process
4.4.1 Product Approval Process
the Committee
Applicant makes inquiry with
Department for product approval
Pick up Product Application Form
(PAF)
Complete & Submit PAF
Secretary:
Assigns tracking number
Forward to the Chairman of the
Committee
Secretary:
Notifies Applicant of
Department’s
decision to evaluate
the product
Asks Applicant to
submit completed
PAS as per the PAG
Secretary:
Submits the committee
report to Chairman of the
Committee
Follows up by Notifying
Applicant that no
demonstrated need or
application for the product
exists at the present time
NO YES
Continued on Next Page
Start of
Process
End of Process
Abbreviations
APL = Approved Products List PAC = Product Approval
Coordinator
PAF = Product Application Form PAG= Product Approval
Guidelines
PAS = Product Approval Submission RSD = Road Safety Division
TEC = Technical Evaluation Committee DoRD = Director of Roads
Department
Chairman/Vice Chairman:
Scrutinize the PAF
Assigns the PAF to the concerned
Member
ember
Concerned Member:
Receives the PAF
Determines if the product has an
application within the Department ember
Pre-qualification Manual Page 16
Applicant makes detailed Product
Approval Submission to the
Department
Chairman/Vice Chairman:
Sends acknowledgement letter to
Applicant
Distributes PAS to Concerned
member
Concerned Member:
Evaluates the PAS
Places PAS on Committee meeting
agenda
Committee:
Notify Applicant of product
approval
Arrange for Applicant to train
RO&MD staff in proper use of
product & give field
demonstrations
Arrange for Applicant to provide
product test methods & procedures
If required, commence
development of product functional
requirements & non-proprietary
technical specifications
Add Product to APL
End of Process
Committee:
Notifies Applicant of
Committee’s decision
through the office of the
MoRO&MD
Applicant may appeal decision
by asking for an interview with
the Committee
Chairman/Vice Chairman:
submits his report to the
MoRO&MD, and
proceeds to notify Applicant
of decision
End of
Process
Continued from Previous Page
APPROVED REJECTED
Committee:
Makes recommendation on Applicant
submission
Approved
Approved with conditions
Rejected
Pre-qualification Manual Page 17
Section 5 Contractor
5.1 Guidelines for Contractor
Internal Committee receives the request from contractor to become one of the
contractor who can carryout any road works under his jurisdiction. It is the intention
of the committee to set out a fair and timely review and evaluation procedure for
contractor approval.
5.1.1 The Procedure has four basic stages:
5.1.1.1 A detailed technical submission by the Applicant.
5.1.1.2 Technical Interview & Field Demonstration
5.1.1.3 A determination by the Pre-qualification Committee for Road Contractor.
5.1.1.4 An appeal procedure.
5.2 Contractor Approval Process
5.2.1 Initial Contact and Distribution of Submitted Document.
5.2.1.1 Applicant makes inquiry with Roads Operation and Maintenance
Department (RO&MD) for road contractor approval. Picks up Registration
Application Form, completes it, and returns the completed form to
Manager of RO&MD, to the attention Chairman of the Pre-qualification
for Products, Contractors and Suppliers Committee.
5.2.1.2 Based on the information provided in the Registration Application Form,
the Member of the Committee act as reviewer.
Pre-qualification Manual Page 18
The Registration Application Form shall include but is not necessarily
limited to the following:
5.2.1.2.1 Current and completed projects.
Attach the following information about current projects and for those
completed since the last Application for Pre-qualification, or those
completed in the past 5 years.
Name and location of projects.
Description of work.
Project client.
Contract value.
Superintendent or Client's Engineer, include name and contact telephone.
Estimated or actual date of completion.
5.2.1.2.2 Technical experience of key personnel.
Attach information about the technical experience of the Applicant's key
personnel including
Names of personnel and their professional and technical qualifications.
Experience in specific work categories, on which project and a brief
description.
5.2.1.2.3 Available plant and equipment.
Attach information about the plant/equipment available to the Applicant
for contract work including
Description of plant item, including model and capacity.
Quantity on hand.
Ownership or leasing details.
Condition of plant, including year of manufacture.
5.2.1.2.4 Organizational chart.
Material specifications and results of independent product testing. The test
certificate shall come from independent accredited test laboratory such as
KEMA or ASTA or other equivalent.
Pre-qualification Manual Page 19
5.2.1.2.5 Bank / financial institutions.
Attach a statement from the Applicant's bank or other financial institution
advising of
Branch and account name.
Overdraft facility.
Overdraft balance.
Guarantee facility.
Guarantees outstanding.
Brief details of any other funding facilities available (term loans,
commercial bills, or letters of credit).
5.2.1.2.6 Audited financial statements or unaudited statements.
Attach audited Financial Statements (including notes) for the last 3
financial years including
Trading account.
Profit and loss.
Balance sheet.
Statement of cash flows.
Signed auditor's report.
Signed director's report (where Applicant is a corporation).
5.2.1.2.7 Current year forecast cash flow.
Attach the Applicant's current year forecast cash flow statements including
details of all assumptions used in the preparation of the statements.
5.2.1.2.8 Changes to Applicant's operations.
Attach details of any significant changes in the nature of the Applicant's
operations since its last balance date and any recent developments which
are expected to substantially affect the operating results of the Applicant
for the current financial year.
5.2.1.2.9 Certificate of Currency (Professional Indemnity Insurance).
Attach details of Certificate of Currency to demonstrate evidence of the
Applicant’s Professional Indemnity Insurance.
Pre-qualification Manual Page 20
5.2.1.2.10 Quality Management System/Project Quality Plan Checklist.
A copy of a Project Quality Plan from a recent project for work
appropriate to the Pre-qualification Working Categories applied for, to
provide evidence that quality systems have been developed within a
specific project.
5.2.1.2.11 Quality Manual and Procedures.
A copy of the Quality Manual and a copy of Procedures that would
normally be applicable to RO&MD projects to provide evidence that a
quality system has been developed.
5.2.1.2.12 Project Quality Plan from recent Projects.
Copies of 2 recent internal audit reports; copies of a non-conformance
register and a corrective action register from a project appropriate to the
Pre-qualification Working Categories applied for, to provide evidence that
the quality system is being monitored at a project level.
5.2.1.2.13 Sample Project Quality Plan.
Copies of 2 recent internal audit reports; copies of a non-conformance
register and a corrective action register from a project appropriate to the
Pre-qualification Working Categories applied for, to provide evidence that
the quality system is being monitored at a project level
5.2.1.2.14 Internal Audit Reports
A copy of a report from a 2nd or 3rd party audit carried out of a project
quality system appropriate to the Working Categories applied for to
provide independent evidence of the implementation of the quality system
at a project level
5.2.1.2.15 Minutes of management reviews
Copies of minutes of the management reviews of the quality system
(including a project quality system) from the previous 6 months to provide
evidence of management commitment to the quality system
5.2.1.3 After receipt of the detailed Product Approval Submission from the
Applicant, the Secretary:
Pre-qualification Manual Page 21
5.2.1.3.1 Assigns a tracking number and enters the date received and then forwards
the Registration Application Form to the Chairman of the Committee for
scrutiny and to designate to the concern member for detail evaluation.
5.2.1.3.2 Distributes the Registration Application Form to concern member of the
Committee within one weeks after receiving the submission from the
Applicant for evaluation.
5.2.1.3.3 Sends a letter acknowledging receipt of the Registration Application Form
to the Applicant within two weeks.
5.2.1.3.4 Places the Applicant’s submission on the agenda of the next scheduled
meeting of the Committee.
5.2.1.3.5 If the committee requires additional information, including, but not limited
to, technical interview of the technical staff, contractor’s plant and
equipment facilities, field demonstration.
The Chair or Vice-Chair contacts the Applicant to request the information
or schedule for the above.
5.2.2 The contractor review and evaluation by the Committee should take no
more than ten to twelve weeks to complete. Following evaluation of the
contractor by Committee, the Applicant is notified of the decision made
through the office of the Manager of RO&MD.
5.2.3 If the contractor is approved, the Secretary adds the product to the list of
RO&MD Approved Contractors.
5.2.4 Contractors conditionally approved will require complete verification,
testing and monitoring for the full duration of the specified period. If the
contractors did not perform satisfactorily during the monitoring period will
have their conditional approval withdrawn and will be removed from the
Approved Contractors List.
Pre-qualification Manual Page 22
5.2.5 If the contractor is not recommended for further consideration, the
Applicant is notified in writing. When approval for a contractor is denied,
the Applicant can appeal the decision. A written appeal from the Applicant
shall be directed to the Manager of the Roads Operation & Maintenance
Department.
The Applicant shall be provided with the opportunity to present his case at
a special meeting with the Committee. The Chairman of the Committee
will then submit his report to the Manager of RO&MD who will then make
the final decision..
The Secretary shall document all appeals in a standardized format. Alleged
deficiencies on a product approval request application shall be
documented. All final decisions shall be fully justified in-writing.
5.2.6 Contractors on the Approved Contractors List shall be required to perform
satisfactorily in the field and meet current specifications to remain on the
Approved Contractors List. It will be the responsibility of the project
manager to insure that all the works are in accordance with the QCS and
project specifications.
5.2.7 Contractors removed from the Approved Contractors List will remain off
the list for a certain period of time. Contractor applying for re-instatement
from the Approved Contractors List will be required to complete a new
Registration Application Information package and undergo the entire
review and evaluation process.
Pre-qualification Manual Page 23
5.3 Time Table for Contractor Approval Process
Respon-
sibility
Activity Weeks
2 4 6 8 10 12 14 16 18
Applicant Make inquiry and pick
up RAF from
Department
Applicant Complete & return
RAF to Secretary of
the Committee
Concerned
Member
Review RAF for
completeness, Places
on Committee meeting
agenda and report the
findings to the
committee during the
meeting
Concerned
Member
and
Committee
Evaluate RAF &
conduct technical
interviews of all the
technical staff.
Committee Witness the field
demonstration of the
Applicant.
Committee Make
recommendation with
regards to contractor
approval request to
Manager of RO&MD
Office of
the
Manager of
RO&MD
Notifies Applicant of
decision
Legend _:
ACL - Approved Contractors List
RAF - Registration Application Form
CAG - Contractor Approval Guidelines
Timeline varies and depends
on type of product being
evaluated
Pre-qualification Manual Page 24
5.4 Flow Chart For Contractor Approval Process
5.4.1 Contractor Approval Process the Committee
Applicant makes inquiry with
Department for contractor approval
Pick up Registration Application
Form (RAF)
Complete & Submit PAF
Secretary :
Assigns tracking number
Forward to the Chairman of the
Committee
Secretary:
Notifies Applicant of
Department’s
decision to evaluate
him as a contractor
Asks Applicant to
submit other
information
Secretary:
Submits the committee
report to Chairman of the
Committee
Follows up by Notifying
Applicant that he has no
experience and technical
staff to do the works under
this department.
NO YES
Continued on Next Page
Start of
Process
End of Process
Abbreviations
APL = Approved Products List PAC = Product Approval
Coordinator
PAF = Product Application Form PAG= Product Approval
Guidelines
PAS = Product Approval Submission RSD = Road Safety Division
TEC = Technical Evaluation Committee DoRD = Director of Roads
Department
Chairman/Vice Chairman:
Scrutinize the RAF
Assigns the RAF to the concerned
Member
ember
Concerned Member:
Receives the RAF
Determines if the experience has
an application within the
Department.
Pre-qualification Manual Page 25
Chairman/Vice Chairman:
Sends acknowledgement letter to
Applicant
Distributes PAS to Concerned
member
Committee:
Technical Interview of the Applicant
Technical Staff
Field Demonstration
Committee:
Notify Applicant of contractor
approval
Add Product to ACL
End of Process
Committee:
Notifies Applicant of
Committee’s decision
through the office of the
MoRO&MD
Applicant may appeal decision
by asking for an interview with
the Committee
Chairman/Vice Chairman:
submits his report to the
MoRO&MD, and
proceeds to notify Applicant
of decision
End of
Process
Continued from Previous Page
APPROVED REJECTED
Committee:
Makes recommendation on Applicant
submission
Approved
Approved with conditions
Rejected
Concerned Member:
Evaluates the PAS
Places on Committee meeting agenda
Report the findings to the Committee
Pre-qualification Manual Page 26
Section 6 Appendixes
6.1 Appendix A : Product Needs & Applicability Assessment Form This application is for informational purposes only to assess initial product need, and in no way
obligates the Department to use your product.
Product Name: _______________________________Patented: Yes___No___Pending___
Manufacturer:
Name___________________________________________Telephone__________________
Address___________________________________________________________________
Fax__________________E-Mail_______________________________________________
Web Page ddress:___________________________________________________________
Local Supplier:
Name________________________________________ Telephone_________________
Address________________________________________________________________
Developmental Product: Yes___________No___________
Product may be used as an alternate for what existing product or other recommended
use?_______________________________________________________________________
If Proprietary, what are royalty costs and on what basis are they collected?___________
_______________________________________________________________________
State the approximate unit cost to the Department and the associated quantity basis for that
cost? (Example QR/ea., min 100)_________________________________________
Outstanding Features or Advantages. How will the Department benefit from this product? Be
Specific.
_______________________________________________________________________
_______________________________________________________________________
Product Specification Meets Requirements of what Agency (List):
(In USA or CANADA)
AASHTO: _________ASTM__________MUTCD___________OTHER______________
(In the EU )___________________________________________________________
(In the UK)_________________________(In JAPAN)_________________________
(In AUSTRALIA)_______________________(OTHER)_____________________
Currently Approved and Used in What GCC States (List):
Agency_____________________Contact Name_______________Phone___________
Agency_____________________Contact Name_______________Phone___________
Currently Approved and Used in What Other Countries (List):
Agency_____________________Contact Name_______________Phone___________
Agency_____________________Contact Name_______________Phone___________
For Department Use Only:
Date Received______________________Tracking (File) Number_______________
Pre-qualification Manual Page 27
6.2 Appendix B : New Roads Furniture’s Approval Request Form
1. Product Name/Product Model/Year of Manufacture
2. Has the product been patented?
Yes
No
Pending
3. Manufacturer’s Business name in full
Go to 3
4. Manufacturer's postal address for correspondence
Go to 4
5. Manufacturer's contact person (include designation)
6. Telephone 7. Facsimile 8. Mobile telephone
9. Manufacturer’s Email Address
10. Manufacturer’s Web Site Address
11. Local Agent’s/Supplier’s business name in full:
12. Local Agent’s/Supplier’s office address in full
13. Local Agent’s/Supplier’s postal address for correspondence:
Pre-qualification Manual Page 28
14. Local Agent’s/Supplier’s contact person (include designation)
15. Telephone 16. Facsimile 17. Mobile
18. Local Agent’s/Supplier’s Email Address
19. Local Agent’s/Supplier’s Web Site Address
20. Is the subject product a Developmental Product?
Yes
No
21. Product may be used as an alternate for what existing product or other recommended use?
22. Is the product a Proprietary Product?
Yes
No
23. If yes to Item 22, what are the royalty costs and on what basis are they collected?
24. What is the approximate cost of the product and the associated quantity basis for the cost?
25. What are the main features of the product and how will RO&MD benefit from this product?
26. What agency does the product conform to? (e.g. AASHTO, MUTCD, ASTM etc be specific)
27. In what GCC States is the product currently approved?
Pre-qualification Manual Page 29
COMPLIANCE INFORMATION TO BE SUBMITTED
Documents to be Submitted Checklist
1 Complete Technical Brochure.
Technical details of all components of the system inclusive of conformity
of international standards of materials and finishes.
Yes
No
2 Installation.
Detail drawings for recommended method of installation.
Yes
No
3 Quality Assurance Certificate.
Copies of the ISO certification for production process and the
organization.
Yes
No
4 Performance Records.
Comments from previous users.
Yes
No
5 Material Test Certificate.
Material Test Certificate shall come from an independent
accredited laboratory.
Yes
No
6 Performance Test Report.
Performance Test Report shall be done by an independent refuted body.
Yes
No
7 Project References from GCC Countries.
List of GCC countries outside the country of production where this
product is in use with the quantities, year of installation and the
authority.
Yes
No
8 International Project References
List of other countries outside the country of production where this
product is in use with quantities, year of installation and the authority.
Yes
No
Pre-qualification Manual Page 30
OTHER COMPLIANCE INFORMATION TO BE SUBMITTED
Documents to be Submitted Checklist
9 Samples.
Complete set of samples which may comprise in full dimensions of
all the components including fittings, etc.
Yes
No
10 Spares and after Sale Support
Commitment Letter for spares and after sale support shall be obtained
from the manufacturer.
Yes
No
11 Life Span and Guarantee.
Letter from the Manufacturer stating the life span and guarantee period.
Yes
No
12 Local Agent.
Letter of Appointment from the manufacturer for the local/regional agent.
Yes
No
13 Business Profile of the Manufacturer.
Business profile shall be a recent report.
Yes
No
Note : Complete documentation with duplicate should be submitted as mentioned.
Remarks: Compliance with the above requirements does not guarantee the
Department’s approval for the product. Additional requirements may have to be met,
depending on the type of product, during the evaluation stage.
The information contained in this Application has been checked by me and, to the best
of my knowledge, is accurate. I certify that all requested information has been
attached to this Application.
Signed Designation Date
Pre-qualification Manual Page 31
6.3 Appendix C : Contractor Registration Form
1. Business name of Applicant in full
2. Applicant's office address in full
G
o
t
o
3
3. Applicant's postal address for correspondence (if different to item 2)
G
o
t
o
4
4. Applicant's contact person (include designation)
5. Telephone 6. Facsimile 7. Mobile
telephone
8. Email Address
9. Web Site Address
10. Pre-qualification Work Categories Applied for:
Road Marking Works
Road Signages Works (Traffic Signs,
Directional Signs & Street Names)
Street Lighting Works
Traffic Signal Works
Vehicle Safety Barrier and Fence Works
Other (please specify)
Pre-qualification Manual Page 32
11. In what GCC States are you licensed to do business?
12. Are you a registered contractor with the Public Works Authority?
Yes
No
13. Have you included a copy of the Certificate of Registration with the Authority?
Yes
No
14. If the Applicant has operated as a contractor, how many years has the company
been doing business?
In Qatar:
In other GCC States:
15. ATTACH the following information about current projects and for those
completed since the last Application for Pre-qualification, or those completed in
the past 5 years
(a) Name and location of projects
(b) Description of work
(c) Project client
(d) Contract value
(e) Superintendent or Client's Engineer, include name and contact telephone
(f) Estimated or actual date of completion.
16. Has the Applicant, under any business name, ever failed to complete a contract?
Yes - If yes, name the project, the principal and state the circumstances:
No
17. ATTACH information about the technical experience of the Applicant's key
personnel including
(a) Names of personnel and their professional and technical qualifications
(b) Experience in specific work categories, on which project and a brief
description
(c) Years of experience for pre-qualification work categories requested.
18. ATTACH information about the plant/equipment available to the Applicant for
contract work including
(a) Description of plant item, including model and capacity
(b) Quantity on hand
(c) Ownership or leasing details
(d) Condition of plant, including year of manufacture.
19. ATTACH organizational chart of personnel for specific work categories.
Pre-qualification Manual Page 33
FINANCIAL INFORMATION TO BE SUBMITTED
Note: Where the Applicant is a trustee, the financial information is required for
both the trust and the trustee.
20. ATTACH a statement from the Applicant's bank or other financial institution
advising of
(a) Branch and account name
(b) Overdraft facility
(c) Overdraft balance
(d) Guarantee facility
(e) Guarantees outstanding
(f) Brief details of any other funding facilities available (term loans,
commercial bills, or letters of credit).
21. ATTACH audited Financial Statements (including notes) for the last 3 financial
years including
(a) Trading account
(b) Profit and loss
(c) Balance sheet
(d) Statement of cash flows
(e) Signed auditor's report
(f) Signed director's report (where Applicant is a corporation).
NB: If audited statements cannot be provided, ATTACH the latest management
accounts (trading account, profit and loss account and balance sheet) must be
provided. If management accounts are not available, the Applicant is to contact
the Pre-qualification Officer for advice on alternative information.
22. ATTACH the Applicant's current year forecast cash flow statements including
details of
all assumptions used in the preparation of the statements.
23. ATTACH details of any significant changes in the nature of the Applicant's
operations since its last balance date and any recent developments which are
expected to substantially affect the operating results of the Applicant for the
current financial year.
24. ATTACH details of Certificate of Currency to demonstrate evidence of the
Applicant’s Professional Indemnity Insurance.
Pre-qualification Manual Page 34
QUALITY MANAGEMENT SYSTEM INFORMATION TO BE
SUBMITTED
Documents to be Submitted Checklist
25. A copy of the Quality Manual and a copy of Procedures that
would normally be applicable to RO&MD projects to provide
evidence that a quality system has been developed.
Yes
No
26. A copy of a Project Quality Plan from a recent project for work
appropriate to the Pre-qualification Working Categories applied
for, to provide evidence that quality systems have been developed
within a specific project
Yes
No
27. A sample Project Quality Plan for work appropriate to the Pre-
qualification Working Categories applied for, to provide evidence
that a quality system can be readily implemented at a project
level.
Yes
No
28. Copies of 2 recent internal audit reports; copies of a non-
conformance register and a corrective action register from a
project appropriate to the Pre-qualification Working Categories
applied for, to provide evidence that the quality system is being
monitored at a project level.
Yes
No
29. A copy of a report from a 2nd or 3rd party audit carried out of a
project quality system appropriate to the Working Categories
applied for to provide independent evidence of the
implementation of the quality system at a project level.
Yes
No
30. Copies of minutes of the management reviews of the quality
system (including a project quality system) from the previous 6
months to provide evidence of management commitment to the
quality system.
Yes
No
Pre-qualification Manual Page 35
31. The documents requested in this Application Form must be attached and labelled
(tick if attached)
(Item 15) Current and completed projects
(Item 17) Technical experience of key personnel
(Item 18) Available plant and equipment
(Item 19) Organisation chart
(Item 20) Bank / financial institutions
(Item 21) Audited financial statements or unaudited statements
(Item 22) Current year forecast cash flow
(Item 23) Changes to Applicant's operations
(Item 24) Certificate of Currency (Professional Indemnity Insurance)
(Item 25) Quality Management System/Project Quality Plan Checklist
(Item 26) Quality Manual and Procedures
(Item 27) Project Quality Plan from a recent Projects
(Item 28) Sample Project Quality Plan
(Item 29) Internal Audit Reports
(Item 30) Minutes of management reviews
32. The information contained in this Application has been checked by me and, to the
best of my knowledge, is accurate. I certify that all requested information has
been attached to this Application.
Signed Designation Date