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Tom APC 2023 > Procurement And Tendering > Flashcards

Procurement And Tendering Flashcards

1
Q

What are the 4 main procurement routes

A

Design and build
Traditional
Construction Management
Management Contracting

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2
Q

Name 7 tender routes

A

Open
Selective
Staged (single and two)
Framework agreement
Negotiated
Serial
Public

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3
Q

What’s the difference between tendering and procurement

A

Procurement is the overall act of obtaining goods and services

Tendering is an important phase in the procurement strategy

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4
Q

What are the tender documents

A

Invitation to tender
Form of tender
Contract conditions
Instructions to tender
Project info
Design info
Pre- construction info
Tender query form
Pricing doc
Appendices

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5
Q

What is the form of tender

A

The form that the contractor signs and returns with their proposed tender, in terms of price and programme.

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6
Q

What’s the instructions to tenderers document

A

Sets out what is expected to be returned by the contractor and by what date.

Also sets out scoring mechanisms, questionnaires and who to direct queries to

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7
Q

What pricing doc is used for a design and build procurement route

A

Contract sum analysis

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8
Q

What are the two ways of issuing tenders

A

Traditional
E tendering

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9
Q

What are the pros of e tendering

A

Reduction of paper and printing costs

Can track the time of tender opening

Collates tender queries in one place

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10
Q

Should tender queries be answered back to all tendering contractors?

A

Yes

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11
Q

When is serial tendering used

A

Often on large projects with a number of phases

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12
Q

How does serial tendering work

A

The first phase is tendered on a competitive basis which serves as a framework to negotiate the following phases

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13
Q

What’s the advantage of serial tendering

A

The client knows the contractor was selected in a competitive environment for the first phase and so the follow on negotiated tender should be sound

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14
Q

What’s the negatives of serial tendering

A

As time goes on the basis of the original tender won’t be applicable and will need to be renegotiated anyway

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15
Q

How do firms apply to be on a framework

A

Open tenders are advertised for them to apply

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16
Q

Who can be selected once the framework list is agreed

A

Only companies on the framework approved list

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17
Q

What are the pros of frameworks/ approved supplier lists

A

Reduce procurement costs for large numbers of contracts for similar work

Confidence in all contractors on the list

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18
Q

What is open tendering

A

A tender process which allows anyone to express and interest to tender

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19
Q

What’s selective tendering

A

A shortlist drawn up by the project team/ client or drawn from a pre agreed framework/ approved suppliers list

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20
Q

What’s negotiated tender

A

A contractor is selected and then negotiating begins

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21
Q

What’s included in an invitation to tender

A

A formal invitation to tender
Project description
The return date
Contact detail for queries

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22
Q

What does PCSA stand for

A

Pre construction services agreement

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23
Q

What are the negatives of two stage tendering

A

The contractor can be ingrained in the project and negotiate a higher price

If the contractors price for the second stage is too high you have to re tender

24
Q

What are the main factors which might influence the selection of a procurement route

A

Time
Quality
Cost

25
What does the construction manager do
Manages the contract works
26
Who are the trade contractors contracted to on a Construction management procurement route
Client
27
Who are the subcontractors contracted by on a management contract
Management contractor
28
Name the pros and cons of traditional procurement in terms of quality cost and time
Pros Cost - Higher cost certainty as design is complete pre tender Quality - Design is fully developed before tendering and client retains design control Cons Time - Design needs to be fully developed before tendering
29
What are the pros and cons of Design and build procurement (time, quality, cost)
Pros Time - Overlap of design and construction Cost - Contractor generally takes the financial risk for an agreed price. Early involvement in design can lead to value engineering. Cons Quality - Cheapest route to meet spec can lead to low quality
30
What are the pros and cons of Construction Management and Management Contracting (quality, time, cost)
Pros Quality - Client retains design control. Each package can be subcontracted to a specialist. Early involvement to utilise expertise. Time - Can overlap design and construction Cons Cost - Can’t achieve full cost certainty until the last package is procured
31
Pros and cons of open tendering
Pros Most competitive Limits favouritism Cons Can waste time filtering through unsuitable contractors
32
Pros and cons of Selective tendering
Pros Provides some competition but reduces the risk of wasting time on unsuitable contractors Cons Less competition compared to open
33
Pros and cons of negotiated tendering
Pros Time and cost savings as a result of removing the tender process Cons Increased costs due to a lack of competition
34
What are the benefits of two stage tendering
Early contractor involvement can improve the overall buildability as well as allow for increased value engineering
35
What’s included in a PQQ
Company details Insurance details Financial information Relevant experience and ability Confirmation of their Capacity H&S policy Environmental policy Legal review
36
How did I review the contractors response to my PQQ
I discussed the weighting system with the client. I then circulated this with the design team to score each response out of 10. I then shared the responses with the client.
37
Who drives the weighting system for the PQQ
The client
38
Outline the steps of carrying out a tender review
Open the tenders Issue a tender opening form to the client Issue the tenders to the design team for review Review the assumptions and exclusions Balance the tenders
39
What should the tender opening form include
Price Programme OH&P Other %’s List of documents that haven’t been provided
40
What would you find in the tender prelims
A general summary Method statements Pre construction info Planning conditions Outstanding statutory approvals PW requirements Reporting requirements Insurance requirements Bonds and warranty requirement H&S requirements
41
What’s the purpose of prelims in the tender docs
Provide a description of the works that allows a contractor to assess the costs which are required by the method and circumstances of the work
42
Under a D&B Contract what documents set out the basis of the contract scope of works
Employers Requirements
43
Who holds responsibility for the Employers Requirements under a D&B contract
The employer but it can be amended for the contractor to accept responsibility
44
Who holds the risk that the scope of works have been quantified against the employers requirements under a D&B correctly
the contractor
45
Generally, How many contractors would you invite to tender
3-6
46
Why wouldn’t you invite more than 6 contractors to tender via the selected tender route
Because it will often put other tenderers off Waste time
47
Name some differences between JCT and NEC
JCT is designed to transfer risk to the contracts for whereas NEC is a more partnered approach JCT requires an EA/CA whereas NEC requires a PM NEC implements an early warning procedure which obliges the parties to flag a risk as soon as they become aware of it. JCT only requires the Contractor claim for after the risk has occurred. JCT has relevant events and matters which can be treated separately. NEC has compensation events where time and cost are assessed together
48
Where are JCT and NEC contracts usually used
JCT - Private Sector NEC - Public and Infrastructure sector
49
How are errors in tenders dealt with
As per JCT tendering practice note 2017 Alternative option 1: correction of the tender price is not permitted Alternative option 2: correction of the tender price is permitted
50
Explain alternative option 2 in terms of dealing with errors in the tender returns
Tenderer is given the details of the errors. If the tenderer wishes to amend their tender they should amend the original tender and initial the changes or confirm the changes in a letter
51
What document would you refer to if you wanted clarification on how to let a contract
JCT Tendering Practice Note 2017
52
How would you deal with qualifications from tenderers
Collate all qualifications into a spreadsheet and distribute to all tenderers. Get the tenderers to provide a response on how their tender compares/ deals with the qualifications raised.
53
How do you deal with clarifications in a tender
Issue the clarification and responses to all tenderers
54
What should a tender report include
Details of the tenderers Comments on the proposed Schedule of amendments Risks (I.e prov sums) Programme Proposed contract sum Key %’s Assumptions and exclusions Outline any missing documents
55
What does GMP stand for
Guaranteed maximum price
56
Who benefits from the cost savings in a guaranteed maximum price contract
Can be either the Client, Contractor or shared between both parties
57
Explain Pain/ Gain agreement
A target cost/ max contract price is agreed. The contractor will benefit from savings but will have to absorb overspends

Tom APC 2023 (17 decks)

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