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Evaluation and selection of pre-qualification applications

Evaluation and selection of pre-qualification applications

Title:

Evaluation and selection of pre-qualification applications

No:

12

Version:

2

Date:

01 June 2002

 

Prepared by:

GB/JD

Approved by:

 

Preceded by Procedure No:

09, 10

Followed by Procedure No:

 

Purpose:

To pre-qualify bidders for Timber Utilisation Contracts

Applies to:

All members of the Timber Rights Evaluation Committee (TREC)

The TREC Secretariat

Reference Documents:

Act 547

LI 1721

Master List of pre-qualified bidders

Procedure:

1.       The TREC convenes meetings to consider applicants for pre-qualification on a quarterly basis.� At least 4 members of the TREC, including the Chairman, the Secretary, and the Minister's representative must be present to form a quorum.

2.       The TREC Secretariat opens and date stamps all new applications and re-applications that have been received before the prescribed advertised date. Any applications that have been received after this date are held over for consideration at the subsequent TREC qualification meeting.

3.       The TREC Secretariat checks each application form and its attachments, including the correct application fee, for completeness and files any applications that are incomplete for return to the applicant with an explanation of what aspects are incomplete.

4.       The TREC Secretariat checks the calculation of each applicant's declared average annual average turnover in each complete application and places it in one of three files as follows:

a)       "Large" - greater than US$ 5,000,000

b)       "Medium" - between US$500,000 and US$5 million

c)       "Small" - less that US$500,000

5.       At the pre-qualification meeting the TREC checks the following, making use of evidence provided with the application form, or other official records available to it:

a)       That the name, registration number and registration date of each applicant matches the information shown on its business certificate;

b)       That the applicant has not reached the maximum area for its category;

c)       That the applicant has not had convictions for or has admitted to two or more regulatory breaches in the two years prior to the date of its application;

d)That the applicant's certifications concerning corporate tax, VAT and Social Security payments indicate that it has no payment arrears;

e) That the applicant is not in arrears for forest or forest industry charges;

f) That if the applicant is classified as a medium or large organisation, it either has existing downstream processing facilities or has an approved recommendation from the Ministry of Lands and Forests for incentives to invest in wood processing.

6.  If there is majority agreement amongst all TREC members that all the requirements have been met, the TREC completes the form, stamps it "PRE-QUALIFIED" and files it with pre-qualified organisations in its size category.

7.       If there is not majority agreement amongst all TREC members that all the requirements have been met, the TREC completes the form, stamps it "DISQUALIFIED" and files it with disqualified organisations in its size category.

8.       If an applicant's declaration or records available to the TREC indicate that an applicant has committed or admitted to two or more regulatory breaches in the two years prior to the date of the application, the application is stamped "DISQUALIFIED" and the term is set at two years from the second most recent breach.

9. The TREC Secretariat prepares minutes for the meeting that lists all pre-qualified organisations and all disqualified organisations with reasons and the term of their disqualification.

10. At any time during the proceedings any member of TREC may alert the Chairman if she/he believes either:

a) that the TREC has not followed the prescribed procedures; or

b)  that any judgement it has made is not in accordance with the rules.

11. In all such cases the Chairman seeks to reach a resolution on the issue before proceeding

Each member of the TREC signs the minutes, copies of which are forwarded by the Chief Executive to the Board and copied to the Minister.

12. The TREC Secretariat prepares a letter to each pre-qualified organisation informing it:

a)of the TREC's decision;

b) the category in which it is qualified to bid;

c)that the pre-qualification is valid for a period of 12 months from the date of the letter unless there are material changes to the pre-qualified organisation's status;

d) that the pre-qualified organisation must notify the TREC in the event of any material change to any of the facts the organisation has provided in its application; and

e) a reference number for its pre-qualification that the organisation must provide when entering any bid for a TUC.

13.The TREC Secretariat prepares a letter to each disqualified organisation informing it:

a)of the TREC's decision;

b) all the reasons for its disqualification;

c)  if there is no specified term for its disqualification, notification that the applicant may rectify any shortcomings noted any reapply for pre-qualification with a specified time period to qualify for the next bidding round; and

d) if there is a specified term for its disqualification, the length of time before the applicant may reapply;

e) that if it wishes, it may appeal against the TREC's decision within 10 days of the date of the public notification of pre-qualified organisations.See procedure 9.

14.   The TREC Secretariat prepares a letter to each organisation for whom the decision concerning pre-qualification is under review informing it of the fact and stating that the expected date by which a decision will be made.

15.   The TREC Secretariat adds each pre-qualified bidder to a Master List that distinguishes each bidder by name, size category and cumulative area held under all types of forest tenure.


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