Groslijst Systematiek Werken Flevoland

Flevoland province

Selection system for selecting contractors to be invited for multiple negotiated procurement of infrastructure works.

Last change on 15th of July 2024, at 13:38 (CET) | Publication Standard 1.0

• Publication category: Impactful algorithms
• Impact assessment: Field not filled in.
• Status: In use

General information

Theme

Space and Infrastructure

Begin date

2020-09

Contact information

[e-mail]

Link to source registration

https://tenderned.nl/aankondigingen/overzicht/207086/publicatie

Responsible use

Goal and impact

The purpose of the algorithm is to fairly select contractors for multiple-negotiated tenders. Impact: The impact on companies is a level playing field (Fair chance of being invited).

Considerations

The algorithm has the advantage of ensuring fair opportunities for contractors. Contains no drawbacks and therefore a justifiable bet.

Human intervention

Human intervention is used within the process. The wholesale list provides a selection, but actual invitations are sent by human intervention. There is also the option to manually choose up to a maximum of two companies for selection.

Risk management

The software resides with an external party, this means there is a data transfer with all the risks involved.

Legal basis

The process is initiated using the 2012 Procurement Act. This mandates that the selection of market participants in private procurement procedures is carried out objectively. Also, this process falls under the General Principles of Good Governance. This is a general set of written and unwritten ground rules that the government is expected to adhere to, such as the fair-play principle and the principle of equality.

Links to legal bases

• Aanbestedingswet 2012: https://wetten.overheid.nl/BWBR0032203/2022-03-02
• Aanbestedingswet 2012: https://infomil.nl/vaste-onderdelen/onderwerpen

Operations

Data

The selection system uses several pieces of data. First, these are the information/contact data of the companies and contacts that constitute the potential contractors. These are data including name, address, telephone number, Chamber of Commerce number, e-mail address, etc. To be included in the shortlist, the companies should meet the following suitability requirements with associated documents/data: Validly signed Uniform European Tender Document (UEA), Commercial Register extract, Tax and Customs Administration Declaration of Payment History, Completed and signed Procurement Conduct Declaration (GVA), possession of CO2 performance ladder step 3 certificate, 1 reference over the past 3 years per competency in accordance with one or more shortlists, ISO 9001 Certificate, possession of a VCA* certification version 2008/5.1, the company must possess a Procurement Conduct Declaration (GVA) issued by Justis relating to the mandatory grounds for exclusion. These requirements are manually checked for compliance, and serve as entry to the shortlist/ selection process. For the ranking of the rough lists, Better Performance (formerly Past Performance) is used, which is linked to the national uniform method and database of performance measurement by CROW Better Performance. This involves the performance questionnaires and national enterprise score database.

Technical design

The algorithm is a selection system for selecting contractors to be invited for the multiple-negotiated procurement of infrastructure works. The selection system works on the basis of rough lists. A shortlist includes all companies that have applied for the list and meet suitability requirements such as holding a required certificate. A company wants to be asked for works it is good at; Flevoland Province would like to invite companies suitable for the work.

In order to select the right companies, it is important to know the content of the contract. For each work, Flevoland Province determines which wholesale list or (in the case of an integral contract) which combination of wholesale lists, the contract falls within. The contract value is then estimated. On the basis of these rough lists, suitability requirements and contract value, contractors can show interest and thus qualify for an invitation to tender. From these interested potential contractors, a selection should be made which will actually receive an invitation. To do this in a fair way, a selection system is used that is supported by data from Better Performance.

Better Performance (formerly Past Performance) Better Performance measures and evaluates the performance during the execution of contracts using CROW, the national uniform method of performance measurement. This performance measurement is carried out using questionnaires that result in a final mark. The higher the final mark, the higher the mark on the ranking of the wholesale list. The ranking per groslist is divided into 'top companies' and 'other companies'. For each wholesale list, Flevoland Province determines how many companies can have a top ranking, which depends on the number of companies on the wholesale list. The maximum number of companies with a top position is about 25% of the total number of companies on the wholesale list. The minimum score for joining the top list is the figure 8. Beginning companies that do not yet have a score, due to not having performed any work yet, are automatically assigned a 7. Depending on the amount of companies to be selected, part of the selection is chosen from the top companies and part from the other companies. This way, novice contractors also get a chance to be invited. After the selection system provides a selection, the process is further taken up manually, such as sending the invitations.

External provider

The external supplier of the algorithm is Qfact.