Supplier Prequalification — Major

Nomenclature

Term	Definition
ASL	Approved Supplier List — the register of suppliers and subcontractors approved for engagement, including approval status and any conditions.
PM	Project Manager — the owner of the project requiring the supplier.
PQQ	Prequalification Questionnaire — the standardised questionnaire issued to a potential supplier.
WMS	Westlink Management System.

Purpose

This document maps the process for prequalifying a major supplier or subcontractor before engagement. Major-tier prequalification assesses a supplier’s QHSE, technical and financial capability. This assurance ensures externally provided processes, products and services do not adversely affect Westlink’s ability to deliver conforming services to its clients.

Scope

This process applies to the prequalification of suppliers and subcontractors for major work scopes. Suppliers for minor works below the major threshold are prequalified under the proportionate minor-tier process (GOV-PRO-005). QHSE-PRO-002 sets out the requirements for ongoing supplier and subcontractor management. These cover evaluation criteria, audit, performance measurement and the Supplier Code of Conduct.

Canonical Interactive Version

The canonical, interactive version of this process is the flowchart published on the Westlink intranet at /wms/process-overview (Rev 2). This document is the controlled text representation of that flowchart. If this document and the interactive flowchart ever differ, the flowchart prevails and this document must be updated.

Definitions

Terms and acronyms used in this document are defined in the Nomenclature table at the front of this document.

Roles and Responsibilities

The process map assigns steps to six lanes.

Role	Responsibility	When
Project Manager	Identifies the supplier requirement.	Requirement and ASL Check
Procurement	Runs the prequalification, maintains the ASL and notifies outcomes.	Throughout — from PQQ issue to ASL registration and outcome notification
QHSE	Conducts the capability assessment and the periodic review.	Prequalification and Capability Reviews; Periodic Review
Technical	Conducts the capability review.	Prequalification and Capability Reviews
Finance	Conducts the financial standing check.	Prequalification and Capability Reviews
Senior Management	Makes the approval decision.	Approval Decision

Process Steps

Requirement and ASL Check

• Identify Supplier Requirement (Project Manager) — define the scope and type of supplier or subcontractor needed.

• Decision: On the Approved Supplier List? (Procurement) — check whether a suitable supplier already exists on the ASL.

• Yes — select the supplier from the ASL. The prequalification process ends.

• No — proceed to prequalification.

Prequalification and Capability Reviews

• Issue Prequalification Questionnaire (Procurement) — send the standardised PQQ to the potential supplier.

• Receive Supplier Response (Procurement).

On receipt of the supplier’s response, three capability reviews are conducted in parallel:

• QHSE Capability Assessment (QHSE) — review the supplier’s WHS management system, environmental compliance and quality certifications (see QHSE-PRO-001).

• Technical Capability Review (Technical) — assess technical competence, equipment and experience.

• Financial Standing Check (Finance) — credit check and financial viability assessment.

• Compile Assessment Report (Procurement) — consolidate all review findings into a single assessment.

Approval Decision

• Decision: Approved? (Senior Management) — senior management decides on supplier approval based on the Assessment Report.

• No — notify the supplier that it has not been approved. The process ends.

• Yes — proceed to the conditions decision.

• Decision: Conditions Required? (Senior Management) — determine whether the approval is subject to conditions.

• Yes — Procurement sets the conditions and timeframes before the supplier is added to the ASL.

• No — the supplier is added to the ASL without conditions.

Registration, Notification and Periodic Review

• Add to Approved Supplier List (Procurement) — register the supplier on the ASL with its approval status and any conditions.

• Notify Supplier of Outcome (Procurement).

• Schedule Periodic Review (QHSE) — set the review date for ongoing supplier performance monitoring. The process ends.