Step 2: Prequalify Your Bidders
Overview: Only qualified vendors should be invited to bid. In some cases, the prequalification step is simply based on the buyers' prior knowledge of the capabilities and experience of various vendors. In other cases, basic information about a vendor's capabilities and experience must first be obtained. The information below is intended to assist in the latter.
Process: Follow the steps below to identify a short list of qualified vendors for your project.
Follow these steps:
Step 1: Project Staffing - Determine which of the following types of staff are needed for successful completion of the project:
- Industrial / Occupational Hygienists
- Only Representatives
- Third Party Representatives
- Consortia management staff
- Attorneys & other legal support staff
- IUCLID 5 Users
Note: The number of staff members in each category is typically of lesser importance than the availability of the firm's staff. The exception is for large projects with approaching deadlines where, for example, multiple toxicologists could work together in completing the project. In any event, even large consulting firms can't afford to have staff members sitting around waiting for work to do, so knowing the staff's "availability" is critical.
Step 2: Subcontracting - Determine which work / project staff could be subcontracted without jeopardizing successful completion of the project.
Step 3: Experience - Determine which of the following types of REACH or related experience is needed for successful completion of the project:
- New substance notification
- Risk assessment
- Classification and labeling
- Exposure Modeling / Assessment
- Exposure Monitoring / Field Sampling
- Environmental Field Sampling
Step 4: Timing - Determine critical deadlines that must be met for the project.
Step 5: Inquiries - Make formal (written) or informal (telephone) inquiries to vendors who are advertising REACH services to determine their staffing capabilities, relevant experience, and their availability for new assignments.
Step 6: Short List - Create a short-list of at least 3 vendors from which you will solicit formal proposals / bids. Note: The number of bid solicitations will depend on the size of the project, the amount of time available for reviewing bids, and the likelihood that each vendor will submit a bid. The goal should be to obtain at least 3 competitive / responsive bids.
Step 3: Prepare Bid Package
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