11 Tender Flashcards
How long is the Tender period?
Depends on site of contract, anywhere from 3-6 weeks
Larger/more complex contract generally equals longer tender period
What are the different types of Tender?
Public advertisement to tender
Public invitation to register EOIs, then selected few invited to tender
Selected/invited tenderers
What is included in a Tender Package? (Use Bassendean as e.g.)
Conditions of Tendering Form of Tender Tender submission checklist Formal Instrument of Agreement General Conditions of Contract (with annexures A, B & C) Special Conditions Scope of Works & Specification Principals Requirements and Policies Consultants Drawings Staging Plans Occupied Premises Schedule Existing Services Schedule Pest Eradication Treatments Schedule Prior Applications, Approvals and Conditions Schedule Coles Agreement for Lease Preferred Subcontractor List Preferred Suppliers List Principal Supplied Materials List Coles Kit 2012 Provisional Sums Schedule Tenancy Variations Schedule Tenancy Fitout Guidelines
What does the architect need to do pre tender period?
Advertisement or EOIs
Pre-qualification checking
Inviting proposed tenderers to tender
What happens during the Tender Period?
Issue tender documents and information
May call tenders for separate parts of works where applicable
Respond to TQs
Preparation and distribution of addenda as required
What happens at close of tender period?
If number of responses insufficient, may extend tender period (without opening tenders) or re-call tender. Immediately advise tenderers.
Opening tender procedure should be established prior to tender and be set out in tender information (conditions of tendering)
There is an obligation to consider all tenders received within specific time frame and at least determine if they conform
Check tenderers compliance with tender documents
If costs come in too high, negotiate/value manage with lowest tenderer. Possibly redesign (though careful with fees for redesigning, depends on whose fault it is)
What considerations do you need to have in terms of submissions complying with tender documents?
If there is an error, architect should inform client and recommend that the tenderer either stand by the tender or withdraw it
Not realistic to commit a contractor to an error or omission as this will cause major projects to both parties
If submission does not conform, must advise tenderer and advise they must submit a price according to tender documents
No obligation to consider a non-conforming tender
How long are tenders valid for?
Validity period usually set out in Conditions of Tendering. (Or if not, then will be nominated by tenderer)
30, 69, or 90 day periods common
Tender lapses if it is withdrawn, there is a counter offer, validity time has lapsed, or if there is a passing of reasonable time (if no other conditions)
How do you select the successful tenderer?
Architect to give client a report of all tenders received
Recommend acceptance or non-acceptance of any tender
Also inform client of non-conforming tenders
Raise any doubts about contractors to client
Commence discussions/meetings with preferred tenderer to achieve acceptable contract package
Your tenderer is selected. How do you go about contract preparation and execution?
Notify successful and unsuccessful tenderers
(Either inform tenderer that the client intends to accept (letter of intention) or inform tenderer (as agent to client) that they have been accepted)
Prepare contract documents for signature
Issuance and copies
