Guidelines for the Selection of Contractors and Suppliers for Projects, Deliveries and Assignments
1. Purpose of the guidelines
These guidelines describe in a transparent manner how contractors are selected for construction projects, renovation projects, major maintenance, and other real-estate-related works. The purpose is to ensure that contractors are selected on the basis of objective, verifiable, and fair criteria.
The guidelines are intended to provide equal opportunities to suitable market parties, safeguard the quality of execution, limit financial risks, and comply with the principles of transparency, integrity, proportionality, and non-discrimination.
2. Scope of application
These guidelines apply, among other things, to:
- New construction projects;
- Renovation projects;
- Major maintenance;
- Turnover maintenance;
- Complaint-based maintenance;
- Infrastructure works around residential properties;
- Architectural, structural, and building-services works;
- Projects involving architects, consultants, project managers, and supervisors;
- Projects involving multiple contractors or subcontractors.
3. General principles
The following principles are applied when selecting contractors and suppliers:
- Transparency — The selection procedure, assessment criteria, and requirements are clearly communicated in advance.
- Equal treatment — All bidders are treated in the same manner and receive the same information.
- Objectivity — The assessment is conducted on the basis of predetermined criteria.
- Integrity — Contractors must be demonstrably reliable and meet integrity and compliance requirements.
- Proportionality — The requirements imposed must be reasonably proportionate to the nature, scope, and risks of the project.
- Quality and continuity — Selection is not based solely on the lowest price, but also on factors including quality, planning, experience, safety, and execution capacity.
4. Registration and admission to the contractor platform
Contractors wishing to participate in selection procedures must register through the designated platform in accordance with the applicable procedure.
Please ensure that you have the following documents available when registering:
- Chamber of Commerce extract no older than three (3) months
- A valid identification document (passport, Aruban Cedula, or Aruban driver’s license) for directors, any authorized representative/proxy holder, and shareholders (VBA/NV)
- A valid identification document (passport, Aruban Cedula, or Aruban driver’s license) for the owner and any authorized representative/proxy holder (sole proprietorship)
- Copy of the shareholders’ register
- References for projects carried out by the contractor and/or experience summaries for the past two (2) years.
An overview of relevant completed projects or works, appropriate to the category for which the contractor wishes to register. The following information may be requested: name of the project; nature of the works; client; project value, if available; execution period; contact person or reference, if possible.
When entering into a project agreement and/or assignment, the following documents may be requested, among others:
- Tax compliance statement (DIMP)
- SVB registration and payment compliance
- (Letter of willingness) Bank guarantee
- (Letter of willingness) CAR insurance
- List of subcontractors to be engaged (management approval required)
- Project planning
- Personnel and capacity planning, including roles, numbers, and availability
- Safety plan
Admission to the platform does not automatically entitle a contractor to assignments. A separate selection or invitation process is conducted for each project.
FCCA reserves the right at all times, without stating reasons and without being liable for any reimbursement or compensation, not to tender a proposed assignment or to discontinue, suspend, or not proceed with a tender or selection procedure in whole or in part, including if and insofar as FCCA considers this to be in the organization’s interest.
5. Classification of contractor categories
Contractors may be classified into different categories depending on the type of works, their experience, and their capacity in relation to those works. Examples of categories include:
- A. Large contractors — For new construction projects, large-scale renovations, apartment complexes, and projects with high technical or financial value. Capacity for twenty (20) homes or more at the same time.
- B. Medium-sized contractors — For renovations, maintenance projects, smaller new construction projects, and combined construction works. Capacity between one (1) and 20 homes at the same time.
- C. Small contractors and maintenance companies — For complaint-based maintenance, turnover works, minor alterations, remedial works, and regular repairs. One or two (1 to 2) homes at the same time.
- D. Specialist contractors — Upon registration, the contractor may indicate that it wishes to be considered for one or more categories. For each chosen category, the registration review will assess whether the contractor demonstrably has the required expertise, experience, capacity, and/or specialized staff or subcontractors.
Registration may relate, among other things, to the following categories:
- Roofing;
- Electrical installations;
- Plumbing;
- Air conditioning;
- Painting;
- Aluminum and frames;
- Concrete repair;
- Tiling;
- Landscaping;
- Infrastructure;
- Asbestos or environmentally related works, if applicable.
6. Pre-selection criteria
The pre-selection assesses whether a contractor is suitable to participate in a specific tender or quotation procedure. The following criteria may be applied:
6.1 Legal suitability
The contractor must:
- Be legally registered with the Chamber of Commerce;
- Be authorized to perform the works;
- Have no relevant legal impediments;
- Hold the appropriate permits, if required.
6.2 Financial capacity
The contractor must be financially sufficiently stable for the scope of the project. The assessment may consider, among other things and without limitation:
- Annual turnover;
- Liquidity;
- Solvency;
- Bank reference;
- Current obligations;
- Bankruptcy risk;
- Ratio between project scope and financial capacity.
6.3 Technical competence
The contractor must demonstrate that it can technically perform the required works. Information may be requested regarding:
- Comparable projects;
- Experience with residential construction;
- Experience with renovation or maintenance;
- Availability of skilled personnel;
- Availability of equipment;
- Quality control system;
- Planning and project control.
6.4 Safety and health
For projects with increased risk, information may be requested regarding:
- Safety plan;
- Use of personal protective equipment;
- Safety instructions for personnel and subcontractors;
- Risk assessment for execution.
6.5 Integrity and compliance
The contractor must comply with integrity requirements, including:
- No involvement in fraud, corruption, or money laundering;
- Transparency regarding UBOs;
- No conflict of interest with staff, management, or supervisors;
- No unauthorized arrangements with competitors;
- Willingness to provide AML/CFT information if requested;
- Signing a code of conduct or integrity declaration.
7. Selection criteria per project
To participate in the bidding, the contractor must submit a complete and timely bid, including the required documents. These documents may include, among others, a valid Chamber of Commerce extract, business license if applicable, identification documents of authorized representatives, a signed quotation, price specification, schedule, plan of approach, references, proof of capacity, and valid insurance policies. This list is not exhaustive; depending on the nature, scope, and risks of the project, the client may request additional documents or information.
Only bids that meet the stated minimum requirements will be included in the substantive assessment.
The deadlines set out in the tender documents are binding for the submission of bids. Bids received after the stated deadline will not be processed and will be disregarded. Exceptions to this rule may be made only in cases expressly and exhaustively described in the guidelines or tender documents.
Weighting of selection criteria. The organization applies one fixed assessment methodology for the selection of contractors. This methodology consists of fixed main criteria, such as price, quality, planning, experience, execution capacity, safety, and risk management.
Bids are assessed on the basis of price and qualitative criteria. A predetermined weighting applies to each project category. Each criterion is assessed with a score from 0 to 10. The score is multiplied by the relevant weighting factor. In principle, the bidder with the highest total score is deemed to have submitted the most economically advantageous bid, unless the assessment shows unacceptable risks, an incomplete bid, or non-compliance with the stated minimum requirements.
The specific weighting of these criteria may differ per project category, depending on the scope, complexity, value, and risks of the project. For projects with a value of less than AWG 500,000, a simpler weighting may be applied, whereby price carries relatively greater weight and the quality criteria are assessed more lightly, provided that the contractor meets the minimum requirements for suitability, safety, and execution.
For larger, more complex, or higher-risk projects, greater emphasis is placed on quality, experience, planning, execution method, safety, and risk management.
Weighting by project/assignment type
| Project category | Price | Quality / Plan of approach | Planning | Experience / capacity | Safety / risk |
|---|---|---|---|---|---|
| Projects < AWG 500,000 | 60% | 15% | 10% | 10% | 5% |
| Projects ≥ AWG 500,000 | 40% | 25% | 15% | 10% | 10% |
8. Assessment of bids
Bids are assessed by an evaluation committee or project team. The assessment is conducted on the basis of the predetermined criteria.
| Criterion | Assessment basis |
|---|---|
| Price | Bid price, completeness of price quotation, realistic pricing, no unexplained deviations, market conformity |
| Quality / Plan of approach | Understanding of the assignment, technical approach, phasing, choice of materials, quality assurance, communication with the client/residents |
| Planning | Realistic lead time, availability of personnel/equipment, phasing, feasibility within the desired timeframe |
| Experience / Capacity | Comparable projects, references, financial and organizational capacity, available team, subcontractors |
| Safety / Risk | Safety plan, risk management, health and safety plan, working in an occupied environment, nuisance limitation, insurances |
Each category may be assessed on a scale from 0 to 10.
| Score | Meaning |
|---|---|
| 10 | Excellent / fully and convincingly meets the requirements |
| 8 | Good / more than sufficiently meets the requirements |
| 6 | Sufficient / minimally meets the requirements |
| 4 | Moderate / partially meets the requirements, with points for attention |
| 2 | Insufficient / does not meet or only partly meets the requirements |
| 0 | Not submitted / cannot be assessed |
Example evaluation matrix — Projects < AWG 500,000
| Criterion | Weighting | Contractor score | Weighted score |
|---|---|---|---|
| Price | 60% | ||
| Quality / Plan of approach | 15% | ||
| Planning | 10% | ||
| Experience / Capacity | 10% | ||
| Safety / Risk | 5% | ||
| Total | 100% | /10 |
Weighted score formula: Score × Weighting = Weighted score. For example: Price score 8 × 60% = 4.80.
The bidder with the highest total score is in principle deemed to have submitted the most economically advantageous bid, unless the assessment shows unacceptable risks, an incomplete bid, or non-compliance with the stated minimum requirements.
9. Grounds for exclusion
A contractor may be excluded if there is:
- Incorrect or misleading information;
- Non-compliance with statutory obligations;
- Serious shortcomings in previous assignments;
- Bankruptcy or suspension of payments;
- Fraud, corruption, money laundering, or other integrity risks;
- Conflict of interest;
- Failure to comply with applicable safety requirements;
- Failure to submit required documents on time or in full;
- Inability to demonstrate sufficient technical, financial, or organizational capacity.
10. Requirements for subcontractors
If a contractor wishes to use subcontractors, these must be submitted in writing in advance for approval by FCCA management.
The use of subcontractors is permitted only after prior approval by management/the client. Despite this approval, the main contractor remains fully responsible and liable for the quality, planning, safety, compliance with contractual obligations, and complete execution of the works by the subcontractors.
FCCA reserves the right to reject a proposed subcontractor if that subcontractor does not meet the stated requirements, is insufficiently qualified, or if there are integrity, compliance, safety, or execution risks. FCCA may require that:
- Subcontractors meet minimum integrity and safety requirements;
- Critical works are not subcontracted without permission;
- Subcontractors hold the appropriate permits and professional competence;
- The main contractor remains responsible for quality, planning, and safety.
11. Conflict of interest and integrity
Contractors must immediately report any potential conflict of interest. A potential conflict of interest may exist if, for example:
- A director, employee, or supervisor has a personal or financial interest in the contractor;
- Family ties exist between evaluators and the contractor;
- The contractor was previously involved in preparing the project and therefore has an unfair advantage;
- There is unauthorized influence.
In the event of a conflict of interest, the contractor may be excluded or additional safeguards may be imposed.
12. Communication during the selection procedure
All communication takes place through the official DigiBid tender platform. Bidders are not permitted to contact evaluators, directors, or employees outside the official procedure regarding the content of the tender, unless this is expressly permitted. Questions are answered centrally so that all bidders have access to the same information.
13. Confidentiality
All project information, drawings, budgets, reports, and other documents provided by the client are confidential. Contractors may use this information solely for the purpose of the bid and may not share it with third parties without permission, except insofar as necessary for preparing the bid.
14. Post-execution evaluation
After completion of a project, the contractor’s performance may be evaluated. This may include consideration of:
- Quality of execution;
- Adherence to schedule;
- Budget control;
- Cooperation and communication;
- Safety on the construction site;
- Interaction with residents;
- Handling of handover items;
- Aftercare and warranty;
- Administrative handling;
- Management of additional and omitted works.
The evaluation may be taken into account in future selections.
15. Reservation of rights
The client reserves the right, at all times, to:
- Amend, suspend, or terminate a procedure;
- Not award an assignment;
- Request additional information;
- Declare bids invalid if the conditions have not been met;
- Set further conditions depending on the project risk.
If a bidder, despite a request to that effect, does not provide the requested information within the stated deadline or otherwise does not meet, or does not sufficiently meet, the requirements set out in the tender documents, FCCA reserves the right to disregard the relevant bid.