pre-qualification of products, contractors and … · products, contractors and suppliers manual...

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


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


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.


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.


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.


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.


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.


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.


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.


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.


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.


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.


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.


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


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:


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


Applicant makes detailed Product

Approval Submission to the

Department


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:


Committee’s decision

through the office of the

MoRO&MD

Applicant may appeal decision

by asking for an interview with

the Committee


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


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.


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.


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.


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:


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.


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.


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


decision

Legend _:

ACL - Approved Contractors List

RAF - Registration Application Form

CAG - Contractor Approval Guidelines

Timeline varies and depends

on type of product being

evaluated


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:


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


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.



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:


Committee’s decision

through the office of the

MoRO&MD

Applicant may appeal decision

by asking for an interview with

the Committee


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


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___________


Currently Approved and Used in What Other Countries (List):



For Department Use Only:

Date Received______________________Tracking (File) Number_______________


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:


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?


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


OTHER COMPLIANCE INFORMATION TO BE SUBMITTED


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


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)


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.


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.


QUALITY MANAGEMENT SYSTEM INFORMATION TO BE

SUBMITTED


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


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