Company Procedure:Obtaining Quotes

Assessment of Requirements

This cannot be overstressed. It is a critical step in the process.

Before approaching a contractor, an initial assessment of the requirements must be undertaken. This includes:

  • the scope of the services required
  • an estimated value
  • the nature of the required services
  • the business risk of the tasks to be performed by the contractor

Contractor Profiles

Contractor profiles should be collected for assessment, and future reference. The Expression of Interest form should provide adequate information; however, contractors may have a kit which is suitable as a file reference.

Selection of Contractors

When seeking quotations from contractors, quote the event, date, client name, and any specific terms and conditions for the contract.

All contractors should undergo an evaluation process assesses their ability to meet the requirements of the contract and ‘value for money’.

Contractors should be evaluated and selected against a variety of criteria including:

  • demonstrated experience and track record in supplying services
  • demonstrated capacity to meet the requirements of the contract
  • proposal for services
  • credentials of key personnel.

Engaging a Contractor

Although contractors submit their quotes as part of their expression of interest, HowEventive! may attempt to negotiate costs down from quotes stated directly with the contractor(s).

Prior to engaging a contractor, amongst contract specific based considerations, referees must be contacted to confirm the contractor’s stated capabilities.

In all cases, HOW EVENTive! should maintain appropriate records of selection decisions to meet audit requirements. This should include a note about the reason for selection.

Payment

Contractor invoices will be paid after 30 days from receipt of an invoice either by cheque, or by electronic funds transfer on provision of bank details.

Complaint Resolution

If HOW EVENTive! is dissatisfied with the product or service provided by the contractor or has any specific concerns, these should be discussed in the first instance directly with the contractor.

Record any complaints in writing including the following details:

  • Nature of the complaint
  • When the complaint was made
  • To whom the complaint was made
  • The issues involved
  • The contractor’s response
  • Any other relevant details

This information will be required for action to terminate the contract.

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