92%
value of public tenders
awarded by adopting the
economically most
advantageous bid method
67.4%
of total tenders
awarded on the basis of the most
economically advantageous bid
approach
25/100
average score
assigned to sustainability
in tender awards

Supplier assessment and checking

The changes developed to improve the model for the monitoring and management of the periodic assessment of the suppliers was consolidated in 2017. Specifically, the coding and traceability of the parties grouped together in temporary joint ventures (representative and principals), consortiums and specific executing companies, sub-contractors and the like relating to the individual service purchase document (order and/or contract) was fully finalised.

The periodic assessment makes it possible for the active supplier to receive an up-date of their scoring for each individual qualified commodity in the vendor rating system, with an increase in the event of total absence of anomalies, or with a decrease in relation to the seriousness of the anomalies detected. The assessment can always be consulted autonomously by the supplier in their specific area of the supplier portal.

The scores have been divided up into three categories which contribute towards channelling the rotation, selection and invitation – by the individual buyers – of the qualified suppliers by specific commodity class affected by the private tenders carried out by the Hera Group. The score assigned to each supplier via the rating system influences the list of the firms invited to participate in tenders.

Area type Scoring interval Level of reliability
GREEN area = 75 pts. and ≤ 100 pts. from averagely reliable to very reliable
YWLLOW Area = 60 pts. and ≤ 74 pts. from sufficiently reliable to averagely reliable
RED area ≤ 59 pt. critical

The supplier assessment management and monitoring model continues to ensure, via the maintenance of the reporting active since 2011, the quarterly frequency with regard to the concession of the bonuses, while the method for calculating the decreases takes place on conclusion of the analysis of the anomalies and the definition of the specific corrective action. By means of the formalities introduced it is therefore possible to proportion the decrease over the supplier firms responsible for the anomaly (who can be inferred from the field monitoring documentation compiled by the contract contact individual or their appointee). This allows the Company contact individual/Director of works to check the contractual performances of the suppliers in the fundamental areas of quality, safety and the environment with the addition of a fourth concerning corporate social responsibility. In the event of serious or very serious non-compliance of the supplier, there is also the possibility of temporary suspension from new invitations to private tenders for a period which ranges from three to six months. In 2017, the suspension was activated for three suppliers due to very serious non-compliances. In all the cases, the suspension was for six months.

The control of the suppliers takes place by means of the checks carried out by the company contact individuals (in turn subject to internal audits on the observance of the procedures) and via inspection visits care of the premises of the suppliers carried out by a third party so as to check the observance of the requirements of the SA8000 standard.

The checks carried out by the company contact personnel take place for the deliveries of goods on receipt, while for the services and work it takes place during the progressive execution of the service, for each related quarter: the check takes place by means of the compilation and signing of specific monitoring check-lists. These check-lists are compiled and signed also in relation to sub-contractors and similar if present. During 2017, another eleven check-lists of services were standardised, for the purpose of ensuring an increasingly greater coherence and equity of the assessments: once streamlined and standardised, the check lists are made available on the company information portal to the contract managers, together with the specific instructions for use and the standardisation of the various anomalies (specific non-compliances).  These activities will make it possible, in an increasing manner, to ensure coherence and equity in the assessments made.

The classification of the “quality warnings”, sent to the supplier as a consequence of the detection also helps to ensure the prompt and correct periodic evaluation of the qualified suppliers. The four categories identified essentially reflect the main certifications obtained by the Hera Group: ISO 9001, ISO 14001, OHSAS 18001 and SA 8000.

The number of checks on services and work is defined on the basis of the contractual amount, the duration of the contract, and the impact on quality, safety, the environment and on the corporate social responsibility of the services monitored.

Once again in 2017, the internal audits of the Quality, Safety and Environment Department and the Procurement and Tender Contracts Department of Hera Spa continued, for checking the procedures adopted care of the contract contact individuals: these audits were increased to 17 during the year, and on the basis of the problematic elements detected a new training plan was developed for the company contacts. The plan illustrated and reconfirmed – to almost 300 individuals – the innovations introduced in the accurate monitoring of the suppliers and within the sphere of the data loading in the company information system. Per AcegasApsAmga, an “on-the-job training” course was continued for over 40 contractual contact individuals, in order to support them in the compilation of the check-lists, the detection and handling of the anomalies, and in the opening and classification of the non-compliances.

In 2017, inspections continued in the facilities of suppliers of strategic goods for Hera: in some cases partially non-compliant conduct was noted which was promptly highlighted, with consequent launch of corrective action and prompt verification. There were 2 technical audits during the year, which were joined by seven inspections carried out within the SA 8000 certification sphere.

Findings (2017)
Type ISO 9001 OHSAS 18001 SA8000 ISO 14001 Total
Observation 34 35    – 5 74
Fairly unserious NC 143 49 4 2 198
Serious NC 224 105 9 7 345
Very Serious NC 69 117 12 2 200
Total 470 306 25 16 817

Including AcegasApsAmga, during 2017 817 cases of non-compliance were detected overall (+3% with respect to 2017), with an increase of 30% in those classified as very serious. Of the total, 717 were closed as at 31 December 2017. The non-compliances relating to the observance of safety legislation numbered 306, those relating to respect for the environment were 16 and those concerning the social commitment were 25.

Findings (2017)
Excluding Marche Multisevizi.