Short Listing Criteria Record

A Shortlisting Criteria Record is a concise document prepared by the Owner’s Representative before the RFQ is issued. It defines the minimum qualifications and comparable project experience that will be used to screen respondents, helping ensure the RFQ and the shortlisting process use the same criteria.

Usual format

Use a dated, one- or two-page document with a clear title, such as “Shortlisting Criteria Record.” Include the project name, RFQ reference, document version, preparation date, and the Owner’s Representative responsible for preparing it.

Organize the main content into two sections:

• Minimum individual qualifications: State the required qualifications and experience for the proposed lead and other key personnel. Specify the evidence respondents must submit, such as CVs, credentials, or descriptions of their role on relevant projects.
• Comparable project experience: State the minimum requirements for relevant past projects, such as project type, scale, complexity, systems commissioned, and the respondent’s role. Specify the project information or references required to demonstrate that experience.

For each criterion, write a clear, measurable threshold and indicate how it will be applied—for example, as a mandatory pass/fail requirement. Avoid vague wording that could lead to inconsistent interpretation.

Why it is produced

The record is completed before the RFQ so the screening requirements are established in advance, rather than shaped by the submissions received. The criteria are then included in the RFQ and applied consistently to all respondents. Keeping the dated record, RFQ, and completed screening results in the Stage 1 procurement file documents the basis for shortlisting and provides an audit trail of the process. Published procurement guidance likewise emphasizes stating selection criteria in the RFQ and evaluating against those stated criteria.