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How to use the Sellihca Pre-qualification System for supplier selection and pre-qualification

Once you have decided to implement the Sellihca Pre-qualification System as a supplier information system, Achilles will issue a company wide license, and arrange for access to the system.

This will then enable the number of staff within your organisation determined by that you are  access to the Sellihca Pre-qualification System for identifying potential suppliers and managing information on your existing suppliers.

When you have identified a need for a specific contract or any other purchase, the Sellihca Pre-qualification System allows you to search for potential suppliers or contractors in a fair and consistent manner, by applying objective criteria against the information registered by each supplier.

The search facilities allow easy identification of suitable supplier details. There is a large number of criteria purchasers are able to use as search criteria including: Product/Service codes; financial information (last three years of audited accounts); QA and HSE standards/certifications; references etc.

This will result in a list of suppliers or contractors that meet the criteria applied, which can then either be used as the final tender list or as the ‘first pass’ for further information to be asked, depending on the nature of the contract being sourced.

The Sellihca Pre-qualification System is delivered to Nordic utilities as an online service, updated with new supplier information on a weekly basis.

Subscribers typically use Sellihca to pre-qualify suppliers and contractors for contracts both above and below the EU thresholds, depending on the particular nature of the goods, services or works being procured.

Pre-qualification for suppliers.

A supplier wishing to seek qualification will receive a qualification pack with details on how to access an internet based questionnaire. Achilles has together with the participating utilities established a specific product/service nomenclature relevant to the industry. All products/services registered in Sellihca must be linked to a category within this nomenclature. When the supplier has completed the questionnaire it is returned Achilles, together with a copy of the company's Certificate of Incorporation, issued by a public registry office, a declaration from the managing director, confirming the correctness of the stated information, and a declaration from the financial auditor. All key information is validated to meet the set Sellihca qualification criteria. The supplier will be contacted if any amendments are recommended to improve the quality of the information or if any information is lacking.

As soon as the supplier is qualified all purchasers at the subscribing utilities can access the information. The supplier will receive a certificate confirming the qualification. The qualification is valid for up to 12 months and has to be renewed before the end of this period. The annual renewal questionnaire pack is automatically sent to the supplier in due time.

The Sellihca Pre-qualification System questionnaire includes information on:

• General company information:
  - Addresses, Personnel, contact persons
  - No. of employees, possibly divided into locations
  - Associated companies i.e. parent company, subsidiaries
• Financial information:
  - Information from accounts
  - Major owners
  - Information concerning auditor and bank
• Quality Assurance system, Health, Safety and Environmental Reporting system.
• Detailed products and services offered :
  - Offered product services categories plus suppliers own description
  - Contact person
  - QA system information
  - Manufacturers
  - References / Supply History

Basis for Qualification:

To achieve qualification the supplier must:

• Perform sales in his own name
• be up-to-date with the payment of imposed taxes and fees
• Have adhered to the legal requirements with regard to the submittal of last year's Annual Report and Accounts to the appropriate authorities.
  Not be in debt-settlement proceedings or in any other respect be placed under public administration.
• Offer products/services that are comprised by the system at the time of qualification.
• Submit full application for qualification, i.e Sellihca online questionnaire and supporting documentation.
• Having filled in the questionnaire and uploaded declaration 12 form (a statement by managing director confirming the information entered in the internet based questionnaire is correct) and a copy of the company's Certificate of Incorporation, issued by public registry office
• Norwegian Suppliers must also upload the Norwegian Tax Certificates RF-1244, which are issued by the Norwegian Tax Office (VAT) and collector of taxes (tax/employers NI).
• Enclose a copy of the latest version of the Certificate of Incorporation.
• Have paid the annual qualification fee
  The Swedish nuclear utility companies Ringhals AB, Barsebäck, Forsmark Kraftgrupp AB and OKG AB have established extended pre-qualification requirements regarding language, personnel skills, drug tests, insurances etc for service and works contracts.

These pre-qualification requirements are listed below in 1 to 5:

1. Language and communication
   Requirement: "Are your personnel at managers / supervisors level (site managers etc.) able to communicate in written and oral form in Swedish or English?"
2. Documentation of personnel competencies
   Requirement: "Does your company maintain records of personnel competencies on your personnel?"
3. Alcohol and drug tests
   Requirement: "Your personnel, both permanent and temporary, should agree to be drug and alcohol tested."
4. Financial and Health, Safety and Environmental (HSE) issues
   Requirement: "Pre-qualified suppliers should inform the participating nuclear utilities if convicted as a result of proceedings regards financial or Health, Safety and Environmental (HSE) issues. In case the supplier is convicted, the supplier should prove what actions are taken so that the event is not repeated."
5. Insurances
   Requirement: "In order to be pre-qualified to service and works contracts to Ringhals AB, Barsebäck , Forsmark Kraftgrupp AB and OKG AB your company be covered by a Liability Insurance for claims arising out of his liability for bodily injury and property damage including property under care, custody and control and with a limit of liability of minimum 10.000.000 SEK / 1.090.000 Euro."
   
   "For consultancy services the supplier should even be covered by a Professional Indemnity Insurance (Liability Insurance for professional advice) with a value of cover at minimum 4.700.000 SEK / 510.000 Euro (Sweden: 120 "basbelopp"). A valid Certificate of Insurance confirming the insurance must be sent to Sellihca Qualification."

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