Depending on the criticality and complexity of the materials & equipment being procured, CLIENT and their assigned representatives may conduct out a pre-award audit or assessment of CONTRACTOR & VENDOR and any intended lower-tier- Supply Chain prior to the award of a CONTRACT or Purchase Order.
The purpose of such evaluations is to ensure that the CONTRACTOR & VENDOR (including their nominated lower-tier supply chain) have the competence, manufacturing, installation, construction experience capability and processes in place as applicable to fulfil the specific CONTRACT / PO requirements prior to any award or commencement of the WORK. EPCM / CLIENT may request the CONTRACTOR & VENDOR to complete a pre-qualification questionnaire as part of EPCM / CLIENT’s on-going pre-qualification activities.
CONTRACTOR & VENDOR are required to complete and return the questionnaire to CLIENT as an element of the Invitation to Bid (ITB)/ Request for Quotation (RFQ) submission and evaluation process. CLIENT may elect to conduct an audit or assessment of CONTRACTOR & VENDOR to validate the responses to the questionnaire.
Critical sub-contractors and vendors shall be audited by CONTRACTOR & VENDOR, result of which shall be submitted to EPCM/Client for review and approval. CONTRACTOR & VENDOR shall maintain an approved vendor list.
An agenda / terms of reference shall be provided to allow the CONTRACTOR & VENDOR to prepare for the audit. Should any “Audit Findings” be identified by the Client representative during the course of the assessment, this may lead to further investigation and extend outside the parameters of the original agenda.
Findings identified as a result of Client audits will be brought to the attention of the CONTRACTOR & VENDOR for satisfactory resolution, by way of NCR, within an agreed timescale for implementation and closure during the period of the scope of supply. The CONTRACTOR & VENDOR shall provide objective evidence to CLIENT in support of their resolution and closure of Corrective Actions and Observations.
Audits may also be conducted by CLIENT on key CONTRACTOR & VENDOR where the respective organisation is unknown to CLIENT or has known quality or delivery issues that cannot be discounted by review of documentation. CONTRACTOR & VENDOR shall provide appropriate support between CLIENT and lower-tier sub-contractors and vendors to schedule and execute audits. The prime CONTRACTOR & VENDOR shall be responsible for ensuring the closure of any findings from such audits.