How to Streamline Your Pre-Qualification Process in Facilities Management
• 3 min read
Summary
Streamline your pre-qualification process in facilities management with our comprehensive guide. Learn the importance, benefits, and our unique solution.
What is pre-qualification and why is it important?
What is pre-qualification?
Pre-qualifying is about reducing risk. It involves gathering information about a supplier to determine their level of experience, financial standing and what internal processes they have in place in relation to health & safety. Once armed with this information, you can decide if the supplier is deemed competent enough to employ.
Why is pre-qualification important?
Pre-qualification is important for a number of reasons. It allows you to determine whether a potential vendor is capable of meeting your needs and it also provides you with leverage in negotiations. In addition, pre-qualification can help you avoid costly mistakes and delays down the road.
A pre-qualification process also protects your business against fraud and financial risk by ensuring that the vendors you select meet all applicable regulations such as insurances, accreditations and H&S policies, etc.
How often do you need to review the information?
When it comes to pre-qualification, how often you need to review information will depend on the type of facility you manage. For example, if you manage a hospital, you'll need to frequently review pre-qualification information for new medical equipment and services. On the other hand, if you manage an office building, you may only need to review pre-qualification information once a year to make sure all documentation is up to date.
In general, it's a good idea to review pre-qualification information at least once per year. This will help ensure supplier documentation is always up to date so that your business is protected. Additionally, reviewing pre-qualification information on a regular basis can help you identify any supply chain issues.
What is the benefit of using an online pre-qualification process?
There are many benefits to using an online pre-qualification process for facilities management. Perhaps the most obvious benefit is that it can save you a considerable amount of time. Rather than having to contact each potential vendor individually and wait for a response, you can simply set up a questionnaire online for suppliers to complete.
In addition to saving time, using an online pre-qualification process can also help to ensure that you are getting the most accurate and up-to-date information. Online systems will have automations in place which will indicate to both you and the supplier when documentation is about to go out of date.
Finally, another great benefit of using an online pre-qualification process is that it gives you the opportunity to compare vendors side-by-side for accreditation, insurance cover, training and important policies and procedures they have in place. By taking advantage of this, you can be sure that you are getting the best possible supplier for your facility management services.
Our Solution
Mobilize is a customisable supply chain management system designed to save buyers time and money when procuring FM services. You only need an internet browser and internet access on your computer to use.
First, you invite your supplier to join your supply chain. They complete a pre-qualification questionnaire based on what YOU need to know. We have a very comprehensive question database available to you, or you can create your own.
Your supplier must attach copies of insurances, accreditation, etc., plus anything else you need to see.
You have full control over who's approved and who isn't. Mobilize will inform you that your supplier has supplied the required information. You need to review it and approve them. If you require clarification or further information, this is done quickly and easily through the system.
As you have control over who is approved, Mobilize's pre-qualification is fast! A supplier can complete the questionnaire and be approved in 1-2 hours. With your competitors, it can take weeks.
Mobilize will inform you and your supplier when a critical document (an insurance policy, a piece of accreditation, an H&S policy, etc.) is due to expire and then again when it has expired (if no action has been taken).
Mobilize will ask each supplier to verify and update their information once a year.
Any suppliers failing to update or renew important documents will be moved from your list of 'compliant' suppliers to 'non-compliant'.
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