Selecting contractors for multiple negotiated works (shortlist system)

Municipality of Berkelland

The municipality uses a selection system for selecting contractors to be invited for the multiple-negotiated procurement of infrastructure works.

Last change on 31st of December 2025, at 9:47 (CET) | Publication Standard 1.0

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

General information

Theme

• Space and Infrastructure
• Organisation and business operations

Begin date

2024-01

Contact information

[e-mail]

Responsible use

Goal and impact

• A transparent and simple selection process for negotiated calls for tender.
• Demonstrating compliance with the Procurement Act.
• Demonstrably complying with the procurement and tendering policy.
• Incorporating experiences with companies into the selection process in a structured manner in a transparent manner.
• A way in which well-performing companies are more likely to be invited.

Considerations

By using this system, a number of suppliers are selected objectively for each procurement process and allowed to participate in a tender. Employees determine in advance a number of selection criteria for each procurement process. The system then determines which party or parties are invited to take part in the procurement process.

Human intervention

Human intervention is used within the process. The shortlist offers a selection, but actual invitations are sent by human intervention. When there are substantive reasons they, there is a possibility to additionally subjectively choose another supplier.

Risk management

Market participants can make themselves known to the municipality and apply for the wholesale lists.

Legal basis

The Procurement Act requires that in a private tender, the contracting authority invites at least 3 and a maximum of 5 companies to submit a bid. Section 1.4 Aw states that the contracting authority chooses the companies it invites on the basis of objective criteria. Moreover, the contracting authority must be able to provide reasons for that choice at the request of a company.

Links to legal bases

• Procurement Act: https://wetten.overheid.nl/BWBR0032203/2022-03-02
• Procurement and tendering policy municipality of Berkelland 2017: https://lokaleregelgeving.overheid.nl/CVDR478139/1
• Policy Glossary system: https://lokaleregelgeving.overheid.nl/CVDR749314/1

Link to Processing Index

Privacyverklaring - Gemeente Berkelland

Elaboration on impact assessments

No personal data will be processed.

Operations

Data

Field not filled in.

Technical design

Companies must register digitally. To be included in the municipality of Berkelland's shortlist, companies must meet suitability requirements (e.g. registration with the Chamber of Commerce, technical competence, demonstrable quality and VCA certification) and not meet one or more grounds for exclusion (e.g. valid UEA document).

To arrive at a selection policy, a rough list of suitable and interested companies is drawn up for each field of activity (e.g. asphalt, greenery, sewerage, etc.). The rough list includes all companies that have applied for the list and meet the suitability requirements. In order to select the right companies, it is important to know the content of the contract. For each contract, the municipality determines within which wholesale list, or (in the case of an integral contract) which combination of wholesale lists, the contract falls. Next, the contract value is estimated.

For the selection on the rough list, the last two Better Performance (BP) scores from the municipality's own database are used. Better Performance measures and evaluates performance during the execution of contracts using nationally uniform methods of performance measurement (CROW). This performance measurement is carried out using questionnaires that result in a final grade.

The Municipal Executive adopted the selection method on 31 October 2023.

For each contract, companies are selected from the shortlist to submit a bid or to tender for a private purchase or tender. The procurement process - such as sending invitations - will continue to be handled manually.

External provider

Qfact