POLICY: Subcontractor Qualification
PURPOSE: To ensure quality subcontractors who are capable of performing the specified scope of work are contracted.
RESPONSIBILITY: Project Manager
Upon solicitation for bid, Subcontractors will be emailed a link for to access Carter & Carter’s SCORE system. Subcontractors provide information to SCORE and a rating is assigned based on financial information, etc. Carter & Carter will evaluate subcontractor history based on number of projects utilized and total value to identify the subcontractors to go through the pre-qualification process. In the event a subcontractor cannot or will not provide information into SCORE system, the Vice President of Operations will discuss options for a manual SCORE calculation. If safety SCORE is the issue, Vice President of Operations will contact subcontractors and obtain necessary documentation in order to complete SCORE. If financial SCORE is the issue, Director of Administration will contact subcontractors and obtain necessary documentation in order to complete SCORE. Manual SCOREs and annual expiration date will be put into Procore.
Pre-qualification Committee includes the President, Vice President of Pre-Construction, and the Vice President of Operations. The SCORE rating is reviewed along with Trend Analysis (past performance) and Safety records to determine Carter & Carter’s own rating for the subcontractor on a scale of 1-5. Subcontractors who are rated low for whatever reason such as safety concerns, financial stability, etc., the committee will develop a mitigation plan at the committee level. If and when such subcontractor is utilized on a project, the mitigation plan will be reviewed and project specific details added. The project specific mitigation plan will be approved by the Vice President of Operations and/or the President.
Pre-qualification Committee will meet as needed to review and approve subcontractors. Initially, anticipate meeting frequently to get subcontractors qualified. An annual renewal process will also be implemented for qualified subcontractors.
A reference tool will be provided to Estimating for use during the bidding process to evaluate bidding subcontractors. If subcontractor has not been qualified, a quick run through SCORE can provide some information and follow up with detailed pre-qualification process.
Once a subcontractor performs, the Operations staff will begin the process for Trend Analysis that gathers information regarding subcontractor’s performance. This information is routed back around into the pre-qualification process for consideration of subcontractor’s rating.
All backup Information obtained for consideration and rating will be stored in Procore. Procore will also contain all subcontractor’s contact information, project history, etc.
Prior to issuing a subcontract, if the project team is not familiar enough with the company to make a knowledgeable judgment on a subcontractor’s ability to effectively perform the work, a Subcontractor Reference form can be utilized to gain additional information. A minimum of (3) references is recommended. The project team, including the VP of Operations, shall utilize this additional information to determine if the subcontractor meets financial and performance standards required to work for Carter & Carter. See blank reference form below.
Subcontractor Reference Form